Attachment_4_-_STORES_Vendor_Catalog_Manual_29Jun2015.pdf

Subsistence Total Order and Receipt Electronic System on the Web (STORES Web)

STORES Catalog Guide for Vendors

Release Date: November 2014

DLA Troop Support - Philadelphia

Defense Logistics Agency United States Department of Defense

UNCLASSIFIED SENSITIVE

SPE302-15-R-S004

Attachment 4

STORES Catalog – Vendor User Guide Table of Contents

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Table of Contents

Table of Contents ...................................................................................................................................................... i

Introduction

Application User Guide What's New STORES Catalog Basics General Considerations Customer Assistance Troubleshooting

Chapter 1: STORES Catalog Basics

1.1: Log on to STORES Catalog

1.1.1 Path 1: Non-Certificate Log On (Exempt from using a Certificate)

1.1.2 Path 2: Certificate Log On the First-time (Digital ID Association Required)

1.1.3 Path 3: Certificate Log On

1.1.4 The Welcome Screen

1.2: STORES Service Desk Request Form 1.3: Request a New Account 1.4: Reset Password 1.5: Request Reactivation 1.6: Password Expiration Notification

Chapter 2: STORES Catalog Main Menu

Chapter 3: View/Modify a Baseline Catalog

3.1: Detailed View 3.2: Add an Item 3.3: Table View Screens

Chapter 4: View/Set/Empty/Delete a Baseline Catalog

Chapter 5: View/Modify a Production Catalog

5.1: Access a Production Catalog 5.2: Catalog Items 5.3: Detailed View (Production Catalog) 5.4: Add a Production Catalog Item 5.5: View Catalog Reports

5.5.1: Pending Catalog Change Report 5.5.2: 832 Version Compliance Report(s)

Chapter 6: View Master Stock Number

Chapter 7: Master Catalogs

Chapter 8: Baseline Reports

Chapter 9: Production Reports

9.1: Catalog Item Disapproval Report 9.2: 832 Version Compliance Report(s)

Chapter 10: Downloads

STORES Catalog – Vendor User Guide Table of Contents

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10.1: Download a Catalog 10.2: Download a User Guide 10.3: Download Security Forms

Chapter 11: Account Maintenance

STORES Catalog – Vendor User Guide Introduction

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Introduction

Application

STORES Catalog is an application designed to allow qualified users to create catalogs for export to STORES.

User Guide

The STORES Catalog Vendor User Guide was designed to describe the functionality of the STORES Catalog to vendors and guest vendors and to assist them in accessing this functionality.

What's New

STORES Catalog Release 5.3 displays Master Stock Numbers in a new format. The new format presents the data in tabs.

STORES Catalog Basics

Prerequisites for accessing STORES Catalog:

All STORES Catalog users must have a valid email address. Email notifications are the central form of communication for account creation and maintenance throughout the system.

All persons wishing to establish an account in the STORES Catalog system must submit a new account request form online. The request form is available via a link on the STORES Web Log On screen (refer to Chapter 1).

Each user must ensure that his or her account contact information is accurate and current when using the My User Information screen available via a link on the STORES Catalog Main Menu screen.

Passwords are valid for only sixty (60) days from their creation date, and must be changed prior to expiration. A notification on the Main Menu screen informs users of an impending password expiration starting ten (10) days prior to expiration. This does not apply to users who are not required to use a password.

Accounts are automatically inactivated when a password expires (only applies to password-required accounts), when the account has been inactive for thirty (30) days or when a user has three consecutive failed logon attempts. To be reactivated, a user must submit a reactivation request.

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Roles

This guide is written for vendors. There are two vendor roles available in STORES Catalog. These roles along with their privileges are:

1. Vendor who can:

Modify an assigned active production catalog.

View an assigned production catalog.

Edit and view an assigned baseline catalog.

Accept DLA Standards for an item where applicable.

Change an assigned catalog’s status from Vendor Ready to Review Ready.

Download an assigned baseline catalog.

Download an assigned production catalog.

Generate catalog reports for assigned contracts.

View master stock numbers.

Access Master Catalogs.

Download the Vendor User Guide.

Access and edit his/her contact information.

2. Guest Vendor who can:

View an assigned production catalog.

View assigned baseline catalogs.

Generate catalog reports for assigned baseline contracts.

View master stock numbers.

Access Master Catalogs.

Download the Vendor User Guide.

Access and edit his/her contact information.

3. Manufacturer who can:

Access Master Catalogs.

Access and edit his/her contact information.

A user may be assigned the role of ‘Vendor’ for one or more catalogs and of ‘Guest Vendor’ for one or more different catalogs. A user may have only one role per catalog.

General Considerations

Browsers: The recommended browser is Microsoft Internet Explorer

Timing out: For both security and system streamlining, STORES Catalog has been set to “time out” after 30 minutes of non-use. It is important to save any changes you make (typically by clicking the Save button). This ensures that your work is retained in the system for future use.

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Customer Assistance

If you need assistance with information contained in your catalogs, please contact your account manager.

If you need assistance with the STORES Web application, please contact the appropriate STORES Help Desk:

CONUS - 1.888.755.4756

Europe - DSN: (314) 483.5209 COM: 011.49.631.4115209 Pacific - DSN: (315) 243.3874 COM: 011.81.46.816.3874

Troubleshooting

Depending on your particular IE browser settings, some windows may not display correctly (text may overlap), as shown below under Contract Information:

This may indicate a possible compatibility view problem. To correct, click the Compatibility View icon at the top of your IE browser:

If the problem was due to a compatibility issue, this should have solved your problem. If the issue persists, contact the STORES Help Desk.

STORES Catalog – Vendor User Guide Chapter 1: STORES Catalog Basics

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Chapter 1: STORES Catalog Basics

The Log On screen for STORES Catalog is located at the following Internet address:

https://www.stores.dla.mil/stores_web.

STORES Log On Screen (first page)

You must accept the DoD Terms of Use before you can log on to STORES.

https://www.stores.dla.mil/stores_web

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Object Function

User ID A field for entering your STORES Catalog User ID (not case sensitive).

Certificate Log On A button that allows you to log on to STORES Catalog using a certificate.

Non-Certificate Log On A button for logging on if you are exempt from using a certificate.

New Account Request Form A link to start the process of creating a new STORES account if you do not have one.

Certificate FAQ A link to information about obtaining, installing, and logging on to STORES using a certificate.

STORES Help Desk A link to display numbers and the email address for getting help using

STORES.

CONUS A link to the Food Services section of the DLA Web site within the continental United States.

OCONUS A link to the Food Services section of the DLA Web site outside the continental United States.

ICE A link to an Interactive Customer Evaluation (ICE) form allowing you to enter comments about STORES and respond to the online survey.

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1.1: Log on to STORES Catalog

The process for logging on to STORES Catalog varies somewhat depending on one or more of the following factors:

You are activating an account.

You are exempt from using a certificate.

You are required to use a certificate.

You are logging on for the first time with a certificate.

For information about obtaining a certificate and installing it on your computer, click the Certificate FAQ link on the Log On screen.

1.1.1 Path 1: Non-Certificate Log On (Exempt from using a Certificate)

You may use the Non-Certificate Log On path and enter your STORES User ID and a Password to log on if a STORES security administrator exempted your user account from certificate log on. Any attempt to log on using this path will fail when a certificate is required. To log on without a certificate, follow the steps below.

STEP/ACTION EXAMPLE

1. Open your browser and type https://www.stores.dla.mil/sto res_web.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click

The STORES Log On screen displays (next page).

NOTE: You cannot proceed to the Log On screen unless you accept the DoD Terms of Use.

Log On Screen (first page)

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3. Enter your User ID on the Log On screen and select

The Enter Password screen displays.

STORES Web Log On Screen (with close-up)

4. Enter your password.

5. Click to continue;

the Welcome screen displays (see section 1.1.4 for an explanation of the information presented).

-OR-

Click to return to the STORES Log On screen.

NOTE: You can modify the User ID before entering the corresponding password.

Enter Password Screen

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6. Click

The Main Menu screen displays (see Chapter 2).

NOTE: The Account Requirements screen (not pictured) displays if you have not submitted a signed copy of the “Access Request (2875)” and/or “User Agreement” forms.

Welcome Screen

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1.1.2 Path 2: Certificate Log On the First-time (Digital ID Association Required)

You are required to create an association between a certificate and your User ID the first time you log on to STORES using the Certificate Log On path. Create an association by following the steps provided below.

When you create an association, the distinguished name on the selected certificate is stored with your account information as the “Digital ID.” Thereafter, you must use the same certificate/User ID combination to log on. This association lasts until a STORES account manager or security administrator disassociates the Digital ID from your account—an action that ordinarily occurs at your request or when your certificate is expired or revoked.

Dissociation requires you to create a new association the next time you use the Certificate Log On path.

IMPORTANT: Always close the browser session after logging off if you want to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate you selected is retained in your browser session and you will receive a Digital ID Mismatch error when you attempt to log on.

https://www.stores.dla.mil/stores _web.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click

The STORES Log On screen displays (next page).

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3. Enter your User ID on the STORES Log On screen and select

The Choose a Digital Certificate screen displays (next page).

Log On Screen (with close-up)

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4. Select a valid certificate for logging on to STORES and click

The Enter Password screen

NOTE: If the certificate you select is not a valid DOD CAC, FBCA, or a DOD-approved ECA certificate, you will not be able to log on to STORES.

NOTE: Depending on your certificate and the level of security associated with the certificate, you may get a pop-up window (not pictured) requesting password, pass code, or PIN information. Enter the requested information and click the appropriate button to continue.

OTHER AVAILABLE ACTIONS:

displays general help files.

displays specific information about your certificate.

cancels certificate log on, which displays the Certificate Problem screen (not pictured).

Choose a Digital Certificate Dialog Box

5. Enter your password.

6. Click to continue;

the Create Digital ID Association screen displays (next page).

-OR-

Click to return to the Log On screen.

Enter Password Screen

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Make sure the Digital ID chosen is the correct one before proceeding.

7. Click ; the digital association Confirmation screen displays.

-OR-

Click to cancel the association process and return to the Log On screen.

NOTE: Email notifications are sent to you and to the STORES Administrator confirming that a Digital ID was associated with your User ID.

NOTE: You are required to use the same Digital ID to log on with this User ID in the future.

Create Digital ID Association Screen

8. Click .

The Welcome screen displays (see section 1.1.4 for an explanation of the information presented).

Confirmation Screen

9. Click

The Main Menu screen displays (see Chapter 2).

NOTE: The Account Requirements screen (not pictured) displays if you have not submitted a signed copy of the “Access Request (2875)” and/or

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1.1.3 Path 3: Certificate Log On

If a Digital ID from a Common Access Card (CAC), External Certificate Authority (ECA) (ORC, VeriSign, and IdenTrust), or Federal Bridge Certificate Authority (FBCA) certificate is associated with your account, you can log on to STORES using the Certificate Log On path without entering a password by following the steps below.

NOTE: If your certificate was dissociated, you are exempted from using Certificate Log On for up to 365 days.

During this exemption period, you are required to log on with a User ID and password. However, you may choose to log on with your certificate at any time by following the instructions in section 1.1.2: Path 2: Certificate Log On the First Time (Digital ID Association Required).

IMPORTANT: Always close the browser session after logging off if you want to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate you selected is retained in your browser session and you will receive a Digital ID Mismatch error when you attempt to log on.

https://www.stores.dla.mil/stores _web.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click

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3. Enter your User ID on the Log On screen and select

The Choose a Digital Certificate Dialog Box displays.

Log On Screen (with close-up)

4. Select the certificate associated with the Digital ID of your account and click .

The Welcome screen displays (see section 1.1.4 for an explanation of the information presented).

OTHER AVAILABLE ACTIONS:

displays general help files.

displays specific information about your certificate.

cancels certificate log on, which displays the Certificate Problem screen (not pictured).

Choose a Digital Certificate Dialog Box

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5. Click

The Main Menu screen displays (see Chapter 2).

NOTE: The Account Requirements screen (not pictured) displays if you have not submitted a signed copy of the “Access Request (2875)” and/or

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1.1.4 The Welcome Screen

The Welcome screen lists up to five important pieces of security information for your account. The screen depicted below shows all the possible information on one screen. A particular user never sees all this information at once.

What you see after successful log on depends on:

Your last successful log on (if any)

Your last failed log on attempt (if any)

The date your password expires (if a password is required to log on)

The date your certificate expires (if a certificate is used to log on)

The date you Digital ID exemption expires (if you are exempted from Certificate Log On)

Welcome Screen (close-up)

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1.2: STORES Service Desk Request Form

The STORES Service Desk Form allows you to submit a request for Help Desk support 24/7 instead of only during normal business hours. The form helps you provide enough information to resolve your issue faster.

1. At the STORES Admin logon screen, click the STORES Help Desk link.

2. At the STORES Help Desk popup window, click the email link dlacontactcenter@dla.mil.

The STORE Service Desk

Request Form window displays

(next page).

User Administration Screen

STORES Help Desk Screen mailto:dlacontactcenter@dla.mil

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3. Enter all required information (fields marked with an asterisk) and optional fields (if applicable), and check the appropriate box(es) for Type of User.

4. To discard information you entered and enter new or revised information, click .

5. Click .

The system will create a new email message from your default email program list, addressed to the STORES Service Desk. The body of the email will be populated with all of the information you entered in step 3.

The subject line of the email will default to Service Desk Request.

(See next page.)

STORES Service Desk Request Form Screen

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6. Click .

7. The email is received by the

STORES Help Desk.

Service Desk Request Email

Account Requirements – New Account Request Screen

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1.3: Request a New Account Before using STORES Catalog, prospective users must complete a New Account Request Form by following the steps indicated below.

https://www.stores.dla.mil/stores_ web.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click .

Log On screen unless you accept the DoD Terms of Use.

3. Click the New Account Request Form link.

The Account Requirements screen

STORES Customer Log On Screen (with close-up)

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This screen contains links to two forms that are required before an account request can be approved.

4. Once you have printed the forms and checked both the acknowledgement checkboxes, click .

The New Account Request Form screen Request Type pop-up

Account Requirements Screen

5. In the Request Type drop-down, select STORES Catalog User.

The New Account Request Form screen refreshes displaying the request type selected and data entry fields (next page).

New Account Request Form Screen Close-up

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6. Enter your user information in the appropriate form fields. NOTE:

All fields marked with an asterisk (*) are required.

Some fields, such as User ID, Password, and Email Address, have rules that your entries must follow in order to be valid. To view the rules for a particular field, click the question mark icon beside that field. This displays the Data Entry Help screen in a separate window with the focus on information pertaining to the selected field help (see the User ID example below).

7. When your entries are complete, click .

The New Account Request Verification screen displays.

-OR-

Click to return to Request Type selection.

-OR-

Click to return to the Log On screen.

-continued on next page-

New Account Request Form Screen

Data Entry Help Screen (Close-up of User ID Help)

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The New Account Request Verification screen displays.

8. Verify the accuracy of the information you have entered.

If it is incorrect, click and return to the New Account Request Form screen to make the necessary changes.

If it is correct, click

A Confirmation screen displays.

New Account Request Verification Screen

This screen confirms that your new account request was submitted for approval.

A confirmation email is also sent to the email address you submitted.

Another email is sent when your account request is approved or rejected.

9. Click Exit to close the Confirmation and return to the STORES Web Log On screen.

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1.4: Reset Password

If you are required to log on to STORES with a User ID and password but have forgotten your password, you may request temporary access to STORES by following the steps illustrated below.

NOTE: if your account has been reactivated or your Digital ID Association has been removed, the steps to complete those processes are the same as those for Reset Password, starting at Step 6.

NOTE: Account activation instructions are valid for seven (7) days and will allow you to log on to STORES with limited access.

1. On the STORES Log On screen, enter your User ID.

2. Select

The Enter Password screen

Close-up of STORES Log On Screen

3. On the STORES Web Enter Password screen, select the Click Here link.

The Reset Password Request screen displays.

Close-up of STORES Enter Password Screen

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4. Enter your User ID and Last Name in the fields provided;

both are required.

5. Click . A Confirmation screen displays.

NOTE: If a match is not found for the entered User ID and Last Name, the “User ID or Last Name Invalid. Please try again” message displays (Example A).

NOTE: If your account is inactive, you will be redirected to the Deactivated user Account screen (see section 1.4 Request Reactivation).

Reset Password Screen (with close-ups)

This screen confirms that your request to reset your password has been received and that an email has been sent to your registered email address with further instructions.

6. Open the email and follow the instructions for completing the Reset Password process.

7. Click .to close the screen.

If you have followed the email instructions correctly, the Terms of Use screen displays.

Confirmation (of Password Reset) Screen

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8. Read the DoD Terms of Use and click

The STORES Account Activation screen displays.

9. Enter the User ID and Last Name associated with the account.

10. Click .

The Reset Password screen displays

Close-up of Account Activation Screen

11. Enter a new password and confirm it.

12. Click

A Confirmation screen displays.

NOTE: closes the browser session and terminates the password reset process.

Reset Password Screen

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You have successfully reset your password.

13. Click .

displays. You can now log on with the new password.

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1.5: Request Reactivation

If your STORES Admin account is inactive and you have not already submitted a reactivation request, you may request reactivation electronically by following the steps illustrated below.

NOTE: You will be notified via email 14 days in advance of when your account is about to be deactivated due to 35 days of account inactivity. You will continue to receive a daily email until either your account has been accessed successfully or the account has been deactivated.

STEP/ACTION EXAMPLE

If your account was inactivated by an administrator, your password has expired, you had three consecutive log on attempts, or your account has been inactive for 35 days, the Deactivated User Account screen displays.

1. Click

A Confirmation screen displays stating that a Reactivation Request has been submitted.

A email confirmation is also sent to your registered email address.

Deactivated User Account Screen

2. Click the Exit link.

The Log On screen displays.

NOTE: You will be notified via email when an Account Administrator processes your request. If your account is reactivated, follow the instructions in the email to complete the Account Reactivation process, The final steps are the same as those for the Reset Password process (See section 1.3, Step 6).

Confirmation (of Reactivation Request) Screen

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1.6: Password Expiration Notification

The Password Expiration Notification displays only if you are required to use a password to log onto STORES.

STEP/ACTION EXAMPLE

A notification message displays at the top of your Main Menu screen when your permanent password is about to expire (as in the example on the lower right).

This notification message begins to display ten (10) days from the password expiration date and continues to display until you have entered and saved a new permanent password or until the current permanent password expires.

To change your permanent password, click the notification message link to display the My User Information screen (See Chapter 11).

Main Menu Screen

Main Menu Screen (close-ups of expiration messages)

STORES Catalog – Vendor User Guide Chapter 2: STORES Catalog Main Menu

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Chapter 2: STORES Catalog Main Menu

Before a vendor or guest vendor can access STORES Catalog he or she must be an active user and have one or more assigned catalogs to complete.

All catalog activity is initiated from the Main Menu. The Main Menu contains two major elements – the Functions Menu and the Notifications box. The available menu links displays based on the user’s role.

STORES Catalog Main Menu Screen

The Menu section consists of eight expandable menu options (bars).

1. To expand a menu group, click the appropriate menu bar. For this example click Baseline Catalog Maintenance.

Main Menu - Menu Bar Section

The Baseline Catalog Maintenance submenu displays.

Main Menu – Baseline Catalog Maintenance Submenu

STORES Catalog – Vendor User Guide Chapter 2: STORES Catalog Main Menu

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Notifications Overview

Main Menu - Notifications Section

The notifications section provides a summary of account and catalog information that is of particular interest to the user.

Catalog notification elements are is as follows:

1. Password Alert Notification. This alert only displays when a user is exempt from the certificate requirement. This notification indicates the exact number of days remaining until the password expires (from “10 days” to “Today”). It displays when the user’s password is due to expire within the next 10 days.

Clicking this link will display the My User Information screen. This notification does not apply and does not appear if the user is not required to use a password.

2. The Inactive Catalog Notification. This notification alerts a user to the total number of assigned contracts which are inactive. Clicking the notification link displays the View/Set Baseline Catalog Status screen filtered for inactive contracts. This alert appears only when one or more assigned catalogs are inactive.

3. The Catalogs Ready for Review Notification. This notification alerts a user to the total number of assigned contracts which have a status of ‘Review Ready’. Clicking the notification link displays the View/Set Baseline Catalog Status screen filtered for ‘Review Ready’ contracts. This alert displays only when one or more assigned catalogs have the ‘Review Ready’ status.

4. The Catalogs Ready for Submission Notification. This notification alerts a user to the total number of assigned contracts that have a status of ‘Submission Ready.’ Clicking the notification link displays the View/Set Baseline Catalog Status screen filtered for ‘Submission Ready’ contracts. This alert displays only when one or more assigned catalogs have the ‘Submission Ready’ status.

5. The Catalogs Submitted Notification. This notification informs the user as to the number of assigned catalogs submitted within the last seven days. Clicking the notification displays the View/Set Baseline Catalog Status screen filtered for catalogs submitted within the last seven days. This alert displays only when one or more assigned catalogs meet the seven day submission qualification.

STORES Catalog – Vendor User Guide Chapter 3: View//Modify a Baseline Catalog

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Chapter 3: View/Modify a Baseline Catalog

3.1: Detailed View

A user who is assigned a catalog and has the role of ‘Vendor’ for that catalog may view and edit items and add items to the catalog. A user with an assigned role of ‘Guest Vendor’ for a catalog will only be able to view the catalog. Catalogs can be modified only if they have a status of ‘Vendor Ready.’ Catalogs with a status of ‘Being Built’ are not available for viewing or editing.

STEP/ACTION EXAMPLE

1. From the Main Menu, place your cursor over the Baseline Catalog Maintenance menu bar and select View/Modify Baseline Catalog from the submenu.

The Select Contract screen displays.

Main Menu – Catalog Maintenance Submenu

NOTE: The Select Contract screen displays with a drop-down menu of contracts that are assigned to the user and do not have a status of Being Built.

2. Select a baseline contract number.

3. Click .

The Detail Screen displays.

Select Contract Screen (two example close-ups)

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The Detail screen permits a user to view/edit line items (stock numbers) on a case-by-case basis.

Information that may be edited displays in white. Non-editable data appears in beige or yellow (exact color varies from monitor to monitor).

If a contract is not editable due to the assigned user role or catalog status, the shading of the fields remain the same; however, Read Only displays near the status on the upper left portion of the screen (the displayed contract is not in Read Only mode).

A red asterisk (*) indicates required information.

NOTE: Some fields cannot be edited when the Stock Number Standards are in effect for the item.

Detail View Screen

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DETAILED VIEW

View on Screen Load

Bottom of Screen – Expanded View

3 4

5 6

10 11 12

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DETAILED VIEW Continued

The screen elements of a Detailed Baseline Catalog Record and its respective fields are as follows:

1. Contract and Status text display the current contract number and status. Read Only displays next to the status when a contract is not editable.

2. View Reports drop-down menu is used to access reports about the contract. Selecting a report from this menu opens the report in a new window.

3. The Filter drop-down menu is used to filter the set of line items displayed (e.g. all items, wartime items, etc.).

4. The Sort By drop-down menu is used to select the sort order for the collection of line items being displayed. If the catalog is filtered for a specific stock number, this number becomes the entry area for the desired stock number.

5. Clicking the Table View link displays the Full Table View screen (page 40) while maintaining the currently selected sort and filter options of the Detailed Baseline Catalog record.

6. Clicking the Abbr. Table View link displays the Abbreviated Table View screen (page 38) while maintaining the currently selected sort and filter options of the Detailed Baseline Catalog record.

7. Item Number /Name, Gross Measures, Allowances, Vendor Item Details, Catch Weight, Package Details, Special Ordering Instructions, and Miscellaneous editing regions are used to view and update item details. Stock Number, Status, Item Name, DLA Item Description, Abbreviated Description, Item Indicators, Catch Weight Indicator, Manufacturing Price Agreement (MPA) Indicator, the Standardized checkbox, and the PRF Standards checkbox cannot be updated by users. Vendor Item Description, Package Unit of Measure, Packaging Code, PRF Unit of Measure, and Units per Purchase Pack can be updated when the Stock Number Standards are not applied to these fields. Package Size can be edited but will be limited to a range if Standards are applied to this field Catch Weight Multiple can be updated if the Catch Weight indicator contains a “Y” , but its acceptable value may be limited if the Stock Number Standards are applied. . Lead Time Days and Minimum Order Quantity cannot be entered for OCONUS contracts.

Fields with an asterisk (*) are required.

8. Clicking the More Fields link displays as "Fewer Fields" when and expands the screen to display additional fields (items

14-16).

9. A row of check boxes - allows users to track their status regarding a record and to mark an item from exclusion from export. The Item Complete and Item Reviewed check boxes are for internal tracking only. When attempting to save a record a series of validation checks is run. If any validation fails, a notification displays and changes will not be saved.

Checking the Exclude from Submission box bypasses the validations for that item and allows any changes to be saved.

NOTE: An item with errors or an item that is not in Stock Number Catalog prevents a catalog from being submitted;

marking such records “Exclude from Submission” allows the catalog to be submitted without the specified records.

10. Text displaying the number of items in the current catalog or filtered subset of the catalog.

11. Screen action buttons. The button is used for adding new stock numbers to the catalog. The button must be clicked or any changes to the item will be lost when the user moves to another item or another screen.

The button deletes the current item from the catalog. The button replaces all values with the previously saved values.

12. Navigation links allow users to navigate from line item to line item.

13. The Fewer Fields link changes to "More Fields" when clicked and removes items 14-16 from the screen display.

14. The Value and Unit of Measure region displays editable weight values and their associated Unit of Measures.

15. The Item Indicators region displays additional information about the item. These fields are not editable.

16. The Overwritten Vendor Item Description region displays the previous production version of the Vendor Item

Description. This field is not editable.

NOTE: This is the only screen on which a vendor can accept the DLA Standards for a baseline catalog item.

Vendors can change the Accept DLA Standards from "N" to "Y" if the contract is active, the contract status is "Vendor Ready" and Standardized is checked.

If Standardized is checked and PRF Standards is unchecked, the fields affected are – Package Size, Package Unit of Measure, Package Code, Vendor Item Description, and Catch Weight Multiple for Catch Weight Items.

If PRF Standards is also checked, the fields PRF Unit of Measure and Units per Purchase Pack are also

"locked."

Changing the DLA Standards Acceptance for a baseline catalog does not affect the production catalog until the catalog is submitted.

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3.2: Add an Item

1. Click .

The Enter Stock Number screen

Detail View Screen – Action Buttons

2. Enter a stock number.

The Add Item screen displays.

NOTE: If the stock number already exists in the baseline catalog, an error message displays. If this occurs, enter a different stock number and click or click to return to the Detail screen without saving the stock number.

Enter Stock Number Screen (two example close-ups)

The Add Item screen is similar to the Detail screen presented in the previous section, but is more limited in functionality. The screen details reflect the specific stock number that being added. Once the item details have been entered, the user may:

Save the item and return to the catalog Detailed View.

Save the item and add another item.

Reset the item values (restore to previously saved values).

Cancel the process and return to the catalog Detailed View. If the process is canceled the new item is not added to the catalog.

NOTE: Attempting to save an item without filling the required fields with appropriate values results in one or more error messages. If this happens the item must be completed correctly before saving, or the “Exclude from Submission” box must be checked to allow the item to be saved with errors.

4. Without updating any values, click

. The Error Pop-up window displays.

Add Item Screen (with 2 close-ups)

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5. Click to return to the Add Item screen.

6. Select the “Exclude from Submission” value.

7. Click .

A message displays indicating that the record has been added successfully.

8. Click the message button to return to the Detailed View screen.

Error Pop-up Window

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3.3: Table View Screens

1. Select the Abbr. Table View link on the Detailed View screen.

The Abbreviated Table View screen

Close-up of the Detailed View’s table view links

Abbreviated Table View (partial view) – Overview

The screen elements of an Abbreviated Table View and it’s respective fields are as follows:

1. Contract , Status and Version – This text displays the contract number , contract status, and the current 832 version against which items are validated . “Read Only” text displays next to the contract status when the contract is not editable.

2. View Reports – A drop-down menu used to access reports about the contract. Selecting a report from this menu opens the report in a new window.

3. Filter – A drop-down menu used to filter the set of line items displayed (e.g. All, NSN Only, Wartime Items).

4. Page number and navigation links. The number of pages is the total number of pages under the current selected filter. With these links, the user can navigate from page to page sequentially or go directly to a specific page.

5. Detailed View link – If no items are checked (left column), clicking this link goes to the Detailed View while maintaining the currently selected sort and filter options. If items are checked, clicking this link goes to the Detailed View filtered for the items checked on the screen.

6. Full Table View link – Clicking this link goes to the Full Table View screen while maintaining the currently selected sort and filter options.

7. Column Headings – Clicking any header other than PRF sorts the catalog by that column. Successive clicks on the column header reverses the sort order. Clicking any check box in the column header row, alternately selects and deselects all items on the screen and in that column. The “LSN3” column is included here for sorting purposes only.

8. Item editing region – This region allows users to edit multiple items at the same time.

9. Action buttons – Action buttons only apply to items on the current screen that have a check mark to the left of the stock number.

When changes are made to one or more items, the “Save” button must be clicked or all changes to the items will be lost when the user moves to another screen or unchecks the item(s). If the “Show Selected” is clicked, the screen is filtered to display only those items checked in the left column. The “Edit” button goes to the Detailed View filtered for those records check on the current screen.

The “Delete” button deletes all checked items from the catalog. The “Reset” button replaces all values with the previously saved values. Unsaved changes are lost.

10. Page-to-page navigation links – These links provide the user with the ability to navigate from page to page.

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The Abbreviated Table View contains much of the functionality of the Detail screen. This screen displays the most commonly edited fields shown on the Detail screen and shows multiple records.

The Standard Acceptance setting cannot be modified on this screen.

The action buttons (Save, Edit, Delete, and Reset) become active only for records checked on the left side of the view.

The “Edit” button goes to the Detailed View filtered for the items checked.

Clicking a stock number goes to the Detailed View for that stock number.

Clicking the Detailed View link returns to the Detailed View filtered for the items checked or, when no items are checked, all items in the filter/sort set.

Clicking the Full Table View link on this screen returns to the Full Table View filtered for the items checked or, when no items are checked, all items in the filter/sort set.

Checking the box next to “Stock Number” alternately selects/deselects all items on the page.

All columns, with the exception of “PRF,” can be sorted by clicking the column header.

NOTE: Checking one or more stock numbers and clicking "Save" will run validations on all the items in the contract and update the "Record Valid" flag on all items in the contract.

This applies to the Full Table View screen also.

2. Click Full Table View. The Full Table View displays.

Abbreviated Table View Screen (partial view))

Abbreviated Table View (Action Buttons)

Abbreviated Table View Screen (partial view)

Abbreviated Table View Screen (partial view)

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The Full Table View functions much like the Abbreviated Table View screen. The only differences are as follows:

The Table View contains more of the data displayed on the Detailed View.

The Table View has the Abbr.

Table View link instead of the Full Table View link.

The Table View is more likely to require using the horizontal scroll bar to view all the item information.

NOTE: The check box and “Stock Number” column continues to display when scrolling horizontally. This feature also applies to the Abbreviated Table View screen.

3. To exit to return to the Main

Menu, click found on the upper right hand corner of the screen.

The Main Menu displays (not pictured).

Full Table View Screen (partial view)

STORES Catalog – Vendor User Guide Chapter 4: View/Set/Empty/Delete a Baseline Catalog

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Chapter 4: View/Set/Empty/Delete a Baseline Catalog

The View/Set Catalog screen is the screen from which catalog statuses are changed. In addition summary information is included for each catalog.

STEP/ACTION EXAMPLE

1. From the Main Menu, place your cursor over the Baseline Catalog Maintenance menu bar and select View/Set/Empty/Delete

Baseline Catalog.

The View/Set /Empty/Delete

Baseline Catalog screen displays, which includes a series of columns and with two filtering options.

Main Menu – Catalog Maintenance Submenu

Search Options

Filter By Contract Status

This option allows filtering by contract status. (1)

Search by Contract

You can also search by contract number. (2)

If you enter partial characters of an existing contract number (any characters within the string), you can choose from a drop-down list of existing contract numbers that begin with or contain these characters. (3)

If you enter partial characters and click Go, the error message “Contract Number must be 13 characters long and contain only letters and numbers” will display. (4)

If you enter a nonexistent or invalid contract number, the error message “Contract not found” will display. (5)

Catalog Status Table

All columns except the Change Status (last) column are sorted by clicking the column header. The sort order alternates between ascending and descending order when consecutive clicks are made to the same column header.

Clicking a contract number in the

View/Set/Empty/Delete a Baseline Catalog Screen

Close-up of Filter by Contract Status Drop-Down List

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Contract Number (first) column causes the Detail Screen for that contract to display. If the catalog has a status of “Being Built” the contract number is not underlined and is not available for viewing or editing.

-See the next page for an overview of the screen elements -

Close-up of Search by Contract Drop-Down List (partial characters entered)

Close-up of Search by Contract Error Message (partial characters entered and user clicks Go)

Close-Up of Search by Contract Entry (no contract found)

Close-Up of Search by Contract Entry (contract number filtered)

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View/Set/Empty/Delete Baseline Catalog Screen Overview

The View//Set/Empty/Delete Baseline Catalog columns and their respective elements are identified as follows:

1. Purge. This drop-down allows a subsistence user to empty or delete a contract. This functionality is not available to vendors.

2. Contract Number. A schema of numbers used to identify a formal agreement between two or more individuals enforceable by law.

3. CAGE Code. The Commercial and Government Entity (CAGE) code under which the contract falls.

4. Active. The column displays a “Y” if the contract is still active; an “N” if inactive. If this indicator is “N” the contract status cannot be set to “Submission Ready” and the contract cannot be submitted to STORES.

5. Total. The accumulative number of line items in the baseline contract.

6. Complete. The number of line items marked as complete (set on the Detailed View, Full Table View or Abbreviated

Table View screen). This indicator does not affect line item or contract submission.

7. Reviewed. The number of line items marked as reviewed (set on the Detailed View, Full Table View or Abbreviated

Table View screen). This indicator does not affect line item or contract submission.

8. Excluded. The number of records marked for exclusion from submission. Records marked for exclusion are not included in a submission. This indicator is set on the Detailed View, Full Table View or Abbreviated Table View screen and can be used to exclude records that would otherwise block submission, thus allowing a submission to be completed.

9. Invalid. The total number of line items that either do not meet validation checks or are not in the Stock Number Catalog are considered invalid. If these records are not excluded from the submission, they will prevent the changing of the contract status to “Submission Ready.”

10. Fix to Submit. The count of invalid records that have not been excluded from the submission. These records must either be corrected or excluded from the submission before the contract status can be changed to “Submission ready.”

This number must be zero in order for a submission to occur.

11. Last Submission. The date the contract was last submitted to STORES.

12. Current Status. The current status of the contract.

13. Change Status. This column is used to change the status of individual contracts. The status can only be moved up or down one status level at a time. Clicking the “Update Status” button updates the status of all records on the page (except those records displaying “----“). Vendors can only move a contract from “Vendor Ready” to “Review Ready”.

Guest vendors cannot make any status changes. The statuses (from lowest to highest level) are: “Being Built”, “Vendor Ready”, “Review Ready” and “Submission Ready.”

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STORES Catalog – Vendor User Guide Chapter 5: View/Modify a Production Catalog

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Chapter 5: View/Modify a Production Catalog

5.1: Access a Production Catalog

Modifying a catalog in the production environment does not result in updates/changes immediately being available to customers wishing to place an order. Changes display to customers only after the weekly catalog update or after a special catalog update occurs.

A production catalog can be modified from the Catalog Items screen (this section), the Detailed View (Production Catalog) screen (Section 5.3), and the Add Item (Production Catalog) screen (Section 5.4).

1. From the STORES Catalog Main Menu, place your cursor over the Production Catalog Maintenance menu bar and select View/Modify Production Catalog.

The Select a Contract Number Screen displays.

NOTE: If you have no assigned production catalogs, this menu item will not appear.

2. Select a contract number.

If the catalog is assigned with the role “Vendor”:

The View/Modify Production Catalog ALERT screen displays.

If the catalog is assigned with the role of “Guest Vendor”:

The Catalog Items screen displays

Main Menu - View/Modify Production Catalog Submenu

4. Click .

The Catalog Items screen displays

The View/Modify Production Catalog ALERT Screen

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5.2: Catalog Items

The Catalog Items screen displays somewhat differently for active and inactive contracts. If a contract is inactive, the text “Inactive [Read Only]” follows the contract number. If the contract is inactive or the role assignment for the contract is "Guest Vendor", the “Add Item” button does not display, the two left columns (“Edit” and “Delete”) are not available, and the reports drop-down does not display. The example below shows an overview screen for an active contract.

Catalog Items Overview (Partial View - Active Contract - Viewing)

The Catalog Items columns and the respective elements are identified as follows:

1. Contract Number. A schema of numbers used to identify a formal agreement between two or more individuals enforceable by law.

2. Reports drop-down menu. This drop-down contains a links to the “Pending Catalog Change Report” and the "832

Version Compliance Report".

3. Filter drop-down menu. The filter choices are: "All Items", "Updated Items", "Warning Items", "Non-Warning Items", "Size Changed Items", "Unchanged Items", "Disapproved Items", "Review Needed Items", and "Specific Item".

4. Catalog Items Page number and navigation links. The total number of pages depends on the total number of items in the catalog and the current selected filter (see Item 3 above).

5. The “Go to page:” option allows user to select a specific page for viewing.

6. The “Add Item” button displays on the top and bottom of the screen. Click this button to add a new item to the catalog.

7. The page-to-page navigation links display on the top and bottom of the screen and allow sequential page-by-page navigation.

8. Stock Number/ Item viewing and editing region. In this section Stock Number, Status, Approved/Disapproved Status, Unit of Measure, Ratio Numerator, Ration Denominator, Vendor Description, Vendor Price, Product Price, Lead Time Days, MPA Indicator, MPA Purchase Date, Catch Weight Indicator, Catch Weight Multiple, Part Number, Units per Package, Comments (Brand), Package Size, Package Unit of Measure, Package Code, the Standardized and PRF Standards flags, the Standards Acceptance flag, Economic Indicator, the Disapproval/Approval l Reasons, and the person(s) approving/disapproving the item are displayed. To edit an item, click the Edit link. To delete an item, click the Delete link.

NOTES:

If an item cannot be edited for any reason, the Edit and Delete links will not display.

Only subsistence users can disapprove or re-approve a line item.

To sort by a column, select the column header. Successive clicks on the column header toggles the sort order between ascending and descending order.

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To modify a production catalog, make sure an active contract has been selected. If necessary, begin with Step 1 in Section 5.1 and select an active contract.

To Delete an Item:

1. To delete an item from the contract table, click Delete.

The About to Delete pop-up displays (below right) providing the opportunity to execute or to cancel the deletion.

Catalog Items Screen (partial view with one close-up)

2. Click to complete the deletion of this item.

The Item Deleted pop-up displays (below right).

About to Delete Pop-up

3. Click to confirm the deletion.

The Catalog Items screen now displays with one less record.

Item Deleted Pop-up

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To Edit an Item:

1. Select an item to edit and click Edit. If necessary, begin with Step 1 in Section 5.1 and select an active contract.

The Catalog Items screen displays with a second row for the selected item. Editing takes place in this new row. This information displays on the next page.

Catalog Items Screen (partial view with one close-up)

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Catalog Items Screen Overview (Editing – partial view)

The Catalog Items columns and the respective elements are identified as follows:

1. Contract and Contract…