SPE30224R0005_Attch_5b_STORESReconVendorNonEDIGuide.pdf

STORES Web Reconciliation Tool – Non-EDI Vendors Users – June 2024 i

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

STORES Reconciliation Tool Guide for Reconciliation Non-EDI Vendor Users

Release Date: June 2024

DLA Troop Support – Philadelphia

Defense Logistics Agency

United States Department of Defense i

TABLE OF CONTENTS

CHAPTER 1 – RECON VENDOR USER BASICS

1.1 LOGGING IN TO STORES WEB

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 ASSOCIATION REQUIRED)

1.1.3 PATH 3: CERTIFICATE LOG ON

1.1.4 THE WELCOME SCREEN

1.2 REQUEST A NEW ACCOUNT

1.3 RESET PASSWORD

1.4 REQUEST REACTIVATION

1.5 PASSWORD EXPIRATION NOTIFICATION

1.6 LOGGING OFF OF STORES WEB

CHAPTER 2: THE STORES RECONCILIATION TOOL HOME PAGE

2.1 MAIN MENU

2.2 THE STORES RECONCILIATION TOOL NAVIGATION BAR

CHAPTER 3: RECONCILING NON-EDI RECORDS

3.1 CREATE INVOICES

3.1.1 ZERO INVOICES

3.1.2 HOLD / APPROVE INVOICES

3.2 MISMATCHED INVOICES

3.3 RECEIPTS WITHOUT INVOICES

3.4 INVOICES WITHOUT RECEIPT

CHAPTER 4: ORDER CONFIRMATIONS

CHAPTER 5: FILL RATE MAINTENANCE

5.1 ENTER FILL RATE

5.2 ENTERING SHORT SHIPMENT INFORMATION FOR SUBMISSION TO DLA REPRESENTATIVES

CHAPTER 6: REPORTS

CHAPTER 7: MY CAGE CODE ASSIGNMENTS

CHAPTER 8: DOWNLOAD CHANGES

CHAPTER 9: MESSAGES

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NOTICE

Graphics All pictures, field names and general work processes contained in this document are for illustration purpose only, and may slightly differ from the views displayed in your organization’s environment.

Assumptions This guide assumes that its users are well versed in the basic functions of both a Web-based application and the Subsistence Total Order and Receipt Electronic System (STORES).

What’s New?

As of December 2015

• The following changes to STORES Help Desk window and Customer Assistance section have been implemented:

− OCONUS Europe has been changed to DSN: 314.581.2203.

− References to “Outside” and “Inside” Europe have been removed.

− Number formatting changes have been applied.

− International dialing prefixes have been removed.

− MPA Master Published Commercial Price and Vendor Monthly Excel Price sheet Import Process

As of October 2018

• The Help Desk window has been updated with new OCONUS Europe contact information.

As of June 2021

• Screen shots are currently from Internet Explorer and will be updated to MS Edge as changes occur to sections of this guide.

Troubleshooting

1. Crystal Reports

In order to have a clean browser history for the reports returning results using Crystal Reports, users should delete browsing history from Microsoft Edge. The user selects Settings ( ) followed by

Settings and navigate to the the “Privacy, Search and Services” section. Select the “Choose What To

Clear” button next to Clear Browsing Data Now.

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A Clear Browsing History pop up will be presented with a Clear button to select. Close the browser after clearing the data.

Proceed to start up the web browser again. Once the user reopens the browser and returns to

STORES, they should be able to export the report results. In the event problems persist, the user may also select the keyboard combination of "Control + F5" the browser will refresh and the issue with exporting results will be resolved.

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Customer Assistance

CHAPTER 1 – RECON VENDOR USER BASICS

1.1 Logging In to STORES Web

Follow the steps outlined below to log into the STORES Web application:

1. Access the STORES page using the following URL: https://www.stores.dla.mil/stores_web

2. Accept the DoD ‘Terms of Use’ by clicking on the ‘I Accept These Terms’ button and the

STORES login page appears:

B

J I H

G F

E

D C

A

A. I Accept These Terms - A button to accept the DoD Terms of Use; must be acknowledged before proceeding to entering User ID.

B. User ID - A field for entering your STORES Admin User ID (not case sensitive).

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

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

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

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

G. STORES Help Desk - A link to display contact numbers and the email address for the STORES

Help Desk.

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

States.

I. OCONUS - A link to the Food Services section of the DLA Web site outside the continental

United States.

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

The process for logging into STORES 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 on the Certificate

FAQ link on the Log On screen.

1.1.1. Path 1: Non-Certificate Log On (Exempt from using a Certificate) Users may use the Non-Certificate Log On path and enter their STORES User ID and a Password to log on if a STORES security administrator has exempted their user account from the certificate log on requirement. Any attempt to log on using this path will fail when a certificate is required.

Follow the steps outlined below to log on STORES without a certificate:

1. Open your browser and enter the following URL: https://www.stores.dla.mil/stores_web to display the DoD Terms of Use page.

2. Read the DoD ‘Terms of Use’ and click on the ‘I Accept These Terms’ button to display the

STORES Log On page:

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

3. Enter your User ID on the Log On screen and click on the ‘Non-Certificate Log on’ button and the Enter Password page appears.

4. Enter the password in the appropriate field.

5. Click on the ‘Submit’ button to continue and the Welcome screen appears.

- OR-

Click on the ‘Cancel’ button to return to the Log On screen.

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

6. Click on the ‘Continue’ button and the Main Menu page appears.

NOTE: The Account Requirements screen appears if signed copies of the ‘Access Request (2875)’ and

/ or ‘User Agreement’ forms are not submitted.

1.1.2 Path 2: Certificate Log On the First Time (Digital Association Required)

When first logging on to STORES using the Certificate Log On Path, users are required to create an association between a certificate and the User ID.

Create an association by following the steps outlined below.

When creating an association, the distinguished name on the selected certificate is stored with the account information as the ‘Digital ID’. Thereafter, users 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 the user’s account—an action that ordinarily occurs at upon the user’s request or when the certificate is expired or revoked. Dissociation requires the creation of a new association the next time the Certificate Log On path is to be used.

IMPORTANT NOTE

To log on to STORES with a User ID associated with a different certificate, always close the browser session after logging off; otherwise, the last certificate selected is retained in the browser session and a Digital ID Mismatch error appears when attempting to log on.

1. Open a browser and enter the following URL: https://www.stores.dla.mil/stores_web. The DoD Terms of Use appears.

2. Read the DoD Terms of Use and click on the ‘I Accept These Terms’ button. The STORES Log On screen appears.

NOTE: Users can only proceed to the Log On screen after accepting the DoD Terms of Use.

3. Enter the User ID on the Log On screen, click on the ‘Certificate Log On’ button and the Choose a Digital Certificate dialog appears.

4. Select a valid certificate for logging on to STORES and click on the ‘OK’ button to display the

Enter Password screen.

NOTES:

• If the certificate selected is not a valid DOD CAC, FBCA, or a DOD-approved ECA certificate, users will not be able to log on to STORES.

• Depending on the users’ certificate and the level of security associated with the certificate, a window requesting a password, pass code or PIN may appear. Enter the requested information and click on the appropriate button to continue.

OTHER AVAILABLE ACTIONS:

A – More Information - Appears general help files.

B – View Certificate - Appears specific information about your certificate.

C – Cancel – Revokes certificate log on, which appears the Certificate Problem screen.

5. Enter a password in the appropriate field.

6. Click on the ‘Submit’ button to continue and the Create Digital ID Association screen appears.

- OR -

Click on the ‘Cancel’ button to return to the Log On screen.

7. Ensure the Digital ID chosen is the correct one before proceeding.

8. Click on the ‘Yes’ button and the digital association Confirmation screen appears.

- OR –

Click on the ’No’ button to cancel the association process and return to the Log On screen.

NOTES:

• E-mail notifications are sent to the users and to the STORES Administrator confirming that a

Digital ID was associated with their User ID.

• Users are required to use the same Digital ID to log on with this User ID in the future.

9. Click on the ‘Continue’ button and the Welcome screen appears.

10. Click on the ‘Continue’ button and the Main Menu screen appears.

NOTE: The Account Requirements screen (not pictured) appears if users have not submitted a signed copy of the ‘Access Request (2875)’ and / or ‘User Agreement’ forms.

1.1.3 Path 3: Certificate Log On

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

NOTE: If the users’ certificate was dissociated, users are exempted from using Certificate Log On for up to 360 days. During this exemption period, they are required to log on with a User ID and password.

However, users may choose to log on with their certificate at any time by following the instructions in section Path 2: Certificate Log On the First Time (Digital ID Association Required).

IMPORTANT NOTE

To log on to STORES with a User ID associated with a different certificate, always close the browser session after logging off; otherwise, the last certificate selected is retained in the browser session and a Digital ID Mismatch error appears when attempting to log on.

1. Open a browser and enter the following URL: https://www.stores.dla.mil/stores_web, the DoD Terms of Use appear.

2. Read the DoD Terms of Use, click on the ‘I Accept These Terms’ button and the STORES Log On screen appears.

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

3. Enter the User ID on the Log On screen and click on the ‘Certificate Log On’ button.

4. Select the certificate associated with the Digital ID of the account in use in the Choose a

Digital Certificate dialog box and click on the ‘OK’ button. The Welcome screen appears:

OTHER AVAILABLE ACTIONS:

A – More Information - Appears general help files.

B – View Certificate - Appears specific information about your certificate.

C – Cancel – Revokes certificate log on, which appears the Certificate Problem screen.

5. Click on the ‘Continue’ button and the Main Menu screen appears.

NOTE: The Account Requirements screen appears if signed copies of the Access Request (2875) and / or User Agreement forms have not been submitted.

1.1.4 The Welcome Screen

The Welcome screen lists up to 4 important pieces of security information for the account. The screen displayed below shows all the possible information on one screen. A particular user will never see all this information at once.

What users see after successful log ons depends on:

• The last successful log on (if any)

• The last failed log on attempt (if any)

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

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

1.2 Request a New Account

Before using the STORES Reconciliation Tool, prospective users must complete a New Account

Request Form by following the steps outlined below:

1. Open a browser and enter the following URL: https://www.stores.dla.mil/stores_web and the DoD Terms of Use appear.

2. Read the DoD Terms of Use and click on the ‘I Accept These Terms’ and the STORES Log On screen appears.

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

3. Click the on the ‘New Account Request Form’ link.

The Account Requirements screen appears. It contains links to two forms that are required before an account request can be approved.

4. Print the forms and select both checkboxes acknowledging having read the information, then click on the ‘Continue’ button and the New Account Request Form screen appears.

5. Select the STORES Reconciliation Tool option from the ‘Request Type’ drop-down list.

The New Account Request Form screen appears displaying the selected request type and data entry fields.

6. Enter the user information in the appropriate form fields.

7. Click on the ‘Continue’ button to submit the request and the New Account Request Verification screen appears.

- OR –

Click on the ‘Reset’ button to return to the Request Type selection.

NOTE: All fields marked with an asterisk (*) are required. Some fields have specific rules that entries must follow to be valid. To view the rules for a particular field, click the question mark icon beside that field.

The Data Entry Help screen appears in a separate window with the focus on information pertaining to the selected field help.

8. Check the accuracy of the information entered in the New Account Request Verification screen that appears.

• If the information is incorrect, click on the ‘Modify’ button and return to the New Account Request Form screen to make the necessary changes.

• If the information is correct, click on the ‘Submit’ button.

A Confirmation screen appears. This screen confirms that the new account request was submitted for approval.

A confirmation e-mail is also sent to the e-mail address submitted. Another e-mail is sent when the account request is approved or rejected.

Click on the ‘Exit’ button to close the Confirmation and return to the Log On screen.

1.3 Reset Password

If users are required to log on to STORES with a User ID and password but have forgotten their password, they may request access to STORES by following the steps outlined below:

NOTES:

▪ If the account has been reactivated or the Digital ID Association has been removed, the steps to complete those processes are the same as those for Reset Password, starting at Step 8.

▪ The account activation instructions received via e-mail are valid for seven (7) days.

1. Enter the User ID on the Log On screen.

2. Select the ‘Non-Certificate Log On’ button when exempted from using a certificate to log on and the Enter Password screen appears.

3. Select a valid certificate for logging on to STORES and click on the ‘OK’ button. The Enter Password screen appears.

4. Select the ‘Click Here’ link On the Enter Password screen. The Reset Password Request screen appears.

5. Enter the User ID and Last Name in the fields provided; both are required.

6. Click on the ‘Submit’ button.

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 appears.

NOTE: If the account is inactive, users will be redirected to the Deactivated User Account screen

(proceed to the Request Reactivation section.)

A Confirmation screen appears.

This screen confirms that the request to reset the password has been received and that an e-mail has been sent to the registered e-mail address with further instructions.

7. Click on the ‘Exit’ button to close the screen.

8. Open the e-mail and follow the instructions for completing the Reset Password process. The DoD Terms of Use screen appears.

9. Read the DoD Terms of Use and click on the ‘I Accept These Terms’ button. The STORES Account Activation screen appears

NOTE: Users cannot proceed unless they accept the DoD Terms of Use.

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

11. Click on the ‘Submit’ button the Password Reset screen appears.

12. Enter a new password and confirm it.

NOTE: Passwords must be at least 8 characters in length.

NOTE: The ‘Cancel’ button closes the browser session and terminates the password reset process.

13. Click on the ‘Continue’ button. A Confirmation screen appears.

14. Click on the ‘Logon’ button. The STORES Log On screen appears. Users can now log on with the new password.

1.4 Request Reactivation

If the STORES Recon Vendor account is inactive, and users have not already submitted a reactivation request, they may request a reactivation electronically by following the steps outlined below.

NOTE: Users will be notified via e-mail 14 days in advance of when their account is about to be deactivated due to 35 days of account inactivity. They will continue to receive a daily e-mail until either their account has been accessed successfully or the account has been deactivated.

If an account was inactivated by an administrator, users failed to log on three times consecutively, their password expired, or there has been no account activity for 35 days, the Deactivated User Account screen appears when users attempt to log on to STORES or to reset a forgotten password.

1. Click on the ‘Submit Reactivation Request’ button. A Confirmation screen appears stating that a Reactivation Request has been submitted. An e-mail confirmation is also sent to the registered e-mail address.

2. Click on the ‘Exit’ link.

The Log On screen appears.

NOTE: Users will be notified via e-mail when an Account Administrator processes their request. When the account is reactivated, follow the instructions in the e-mail to complete the Account Reactivation process.

The final steps are the same as those outlined in the Reset Password process.

1.5 Password Expiration Notification

The Password Expiration Notification appears only for users who are required to use a password to log on to STORES.

A notification message will appear at the bottom of the Main Menu screen when the permanent password is about to expire.

This notification message begins to appear ten (10) days from the password expiration date and will continue to appear until users have entered and saved a new permanent password or until the current permanent password expires.

To change the permanent password, click on the notification message link to display the My User

Information screen where the password can be changed.

NOTE: STORES password change notifications, and the requirement to change a permanent STORES password on a regular basis, are not applicable to CAC, FBCA, and ECA certificate holders.

1.6 Logging Off of STORES Web

Select the Logoff link on the STORES Reconciliation Tool home page.

A message displays: Logged Off and You have logged out of the STORES Web Application.

CHAPTER 2: THE STORES RECONCILIATION

TOOL HOME PAGE

When users log on to STORES as a Reconciliation vendor, the STORES Reconciliation Tool homepage screen appears. From this page users can perform any of the Reconciliation Tool tasks for which they have permission. For instructional purposes, all permissions are shown in the Menu screen shown below.

Users who do not have a particular permission, do not see the link to that permission in the menu bar.

The Broadcast Messages box displays information applicable to all users of the STORES application.

The Counts box displays the number of Mismatched Invoices, Receipts with Invoices, and Invoices without Receipt for CAGE Codes and contracts assigned to the users.

2.1 Main Menu

The STORES Reconciliation Tool Main Menu appears when users first log on as a reconciliation vendor and continue to appear as long as they remain in the Reconciliation Tool. Users may click on these options at any time and the corresponding screen appears.

The Reconcile option displays the following sub-option when users click on the down arrow as shown:

2.2 The STORES Reconciliation Tool Navigation Bar

The navigation bar at the bottom of most screens and report helps users view large amounts of data efficiently and print search results.

To select the number of rows per page:

▪ Select ‘15’ (default), or ‘50’ from the ‘Records per page drop-down list.

To go to a specific page:

▪ Enter a page number within the range of total pages for the screen. In this example the focus is on the second page of 4 pages.

▪ Click on the ‘Go” button: .

▪ To go to the first page of the document, click on .

▪ To go to the previous page, click on .

▪ To go to the next page, click on .

▪ To go to the last page, click on .

▪ To print a screen, click on the print icon: .

The screen refreshes to display a printable version of the screen.

▪ Click on the ‘Print’ button: .

CHAPTER 3: RECONCILING NON-EDI RECORDS

3.1 Create Invoices

When no invoice exists, the Create Invoices screen allows Recon vendors to create an invoice from the Non-EDI corresponding order. When an invoice is successfully created, the record goes to EBS unless any of the values in the newly created invoice do not match the values in the corresponding order. In the latter case, the record will appear in the Mismatched Invoices screen.

To create an invoice:

1. Select ‘Create Invoices’ under the ‘Reconcile’ tab from the main menu.

The Create Invoices screen appears with All Contracts as the default.

2. Narrow the results, by activating the checkbox next to the target purchase orders and click on the ‘Refresh Page with Selected Options’ button

The screen refreshes displaying results only for the contract selected.

3. Click on any purchase order number to display details. The Create Invoice Details screen appears.

4. Enter a new value in the invoice ‘Quantity’ text box to change the invoice quantity

5. Enter a new value in the invoice Price text box, to change the price, and click on the ‘Submit Changes’ button.

The updated values appear in the Quantity and/or Price fields and the Action changes momentarily to ‘Update’.

Then the Action changes back to ‘No Change’ and a message appears indicating that the row was successfully updated.

6. Click on the ‘Reset’ button to remove any changes and return to the previous value.

7. Click on the ‘Return to Summary’ button to return to the Summary screen to complete creating the invoice.

3.1.1 Zero Invoices

Follow the steps outlines below to zero an invoice:

1. Access the Create Invoice Details page (as described in the previous section).

NOTE: All the rows under the ‘Quantity’ table header contained an entered amount.

2. Click on the ‘Zero Entire Invoice’ button to change the value entered in the ‘Quantity’ rows. The following warning message appears to confirm the operation.

3. Click on the ‘OK’ button to confirm the operation.

NOTE: The ‘Quantity’ rows are all changed to ‘0’ with the ‘Rows updated successfully’ notification.

3.1.2 Hold / Approve Invoices

Users can perform multiple updates to an invoice at one time by changing entries, status and invoice numbers in different rows. Follow the steps outlined below to update an invoice:

1. Access the Create Invoice page.

2. Enter the new Invoice Number in the appropriate fields.

3. Save the updates by clicking on the ‘Submit Changes’ button.

4. Choose Approved and click on the ‘Submit Changes’ once the invoice is ready to be submitted to EBS.

The Status drop-down list appears with the following options:

• Hold – This status excludes the invoices from being added to the daily batch. This is the only available option when the invoice number filed is empty or invalid.

• Approved – This status allows for the invoices to be included in the daily batch.

IMPORTANT NOTE

When invoices are in an approved status, they will only be released when users click on Submit

Changes. To prevent invoices from being released, click on the down arrow in the Status column and select Hold from the drop-down list.

Collision Detection

A collision occurs when users update invoices in the ‘Summary of Detail’ pages while these invoices are already running in the daily batch. In such case, the scenario always gives precedence to the daily batch by revoking the updates last performed for the duration of the batch progress that lasts just a few seconds.

To notify the users that the invoices are already in the daily batch (consequently out of the system) and can, therefore, no longer be updated, a notification message similar to the following appears:

‘Sorry, your changes were not saved. The nightly batch process has already begun and is processing your

Invoice. For more information, please contact your Account Manager.’

3.2 Mismatched Invoices

The Mismatched Invoices Headers - Summary screen displays all invoices and receipts for a CAGE

Code(s) assigned to the users where a value is missing or the values are not the same. The

Mismatched Invoice Details screen allow users the modify values in an invoice as needed.

To view Mismatched Invoices:

1. Select Mismatched Invoices under the Reconcile tab from the Main Menu.

Click on the count link for Mismatched Invoices on the STORES Reconciliation Tool Home page.

The Mismatched Invoice Headers – Summary screen appears showing all contracts assigned to the users.

Each contract is followed by two numbers – for the number of mismatched invoices/receipts and for the number of mismatched invoices/receipts to be removed from Recon within five days.

Users may narrow the results by activating the checkboxes next to the contracts of interest and clicking on the ‘Refresh Page with Selected Options’ button.

The Mismatched Invoices screen appears according to the selection.

2. Click on any column header link (e.g., ‘Invoice Date) to change the sort order of the results. To reverse the sort order, click on the column link again.

3. Click on an invoice number link in the Invoice # column to view the details of an invoice.

The Mismatched Invoice Details screen appears for the invoice selected.

▪ The text in the Exceptions column identifies issue with mismatched invoice.

▪ The text in the Remarks column indicates status information regarding the row.

4. Enter or update invoice information only for:

• CLIN

• Stock Number

• Quantity

• Price

In this example, the Price can be changed.

5. To apply data entries or updates, click on the ‘Submit Changes’ button.

The status changes to ‘Update’ momentarily. The new CLIN value appears and a confirmation message also appears. After the row updates successfully, the status reverts to ‘No Change’.

NOTE: To remove changes entered before submitting and revert to the previous values, click on the

‘Reset’ button.

To return to the Mismatched Invoice Details – Summary screen with saving changes, click on the ‘Return to Summary’ button.

6. Click on the print icon button in the navigation bar at the bottom of the screen to print the screen.

A print version of the screen appears.

7. To print the screen, click on the ‘Print’ icon button in the navigation bar at the bottom of the screen. A print version of the screen appears.

8. To sort by any column, click on the column header link. To reverse the sort order, click on the column header again.

9. Click on the ‘Print’ button.

3.3 Receipts without Invoices

The Receipts Without Invoices screen displays all receipts for a specified contract(s) assigned to the users for which no invoice has been submitted.

To view Receipts without Invoices:

1. Select Receipts Without Invoices under the Reconcile tab from the main menu.

Click on the count link for Receipts Without Invoices on the STORES Reconciliation Tool Home page.

The Receipts Without Invoices – Summary screen appears.

Results can be narrowed by activating the checkboxes next to the contracts of interest and clicking on the

‘Refresh Page with Selected Options’ button.

The Receipts Without Invoices screen appears according to the selection.

2. Click on any column header link (e.g., Date Receipt Received) to change the sort order of the results.

3. Click on the column link again to reverse the sort order.

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4. Click on the Purchase Order Number to view the details of a receipt. The Receipts Without Invoices Detail screen appears for the receipt selected.

5. Click on any column header link (e.g., CLIN) to change the sort order of the results.

6. Click on the column link again to reverse the sort order.

7. Click on the ‘Return to Summary’ button to return to the Receipts Without Invoices – Summary screen.

3.4 Invoices without Receipt

The Invoices Without Receipts screen displays all invoices for a specified contract(s) assigned to the users for which there is no receipt(s) in the Reconciliation Tool.

To view Invoices without Receipts:

1. Select Invoices Without Receipts under the Reconcile tab from the main menu.

Click on the count link for Invoices Without Receipts on the STORES Reconciliation Tool Home

The Invoices Without Receipts – Summary screen appears.

Activate the checkboxes next to the contracts of interest, to narrow the results, and click on the ‘Refresh

Page with Selected Options’ button. The Invoices Without Receipts screen appears according to the selection.

2. Click on any column header link (e.g., Invoice Received Date) to change the sort order of the results.

3. Click on the column link again to reverse the sort order.

Two kinds of records appear on this screen:

• Non-EDI records (first two rows)

• EDI records

Users cannot make changes to Non-EDI records on this screen.

On the Summary screen users can update Purchase Order Number for EDI records from this screen.

4. To update the Purchase Order Number Enter the new values and click on the ‘Submit Changes’ button.

The status changes to ‘Update’ momentarily a confirmation message appears. After the row updates successfully, the status reverts to ‘No Change’.

The ‘Rows Updated Successfully’ display above the column headers. The ‘Action’ reverts to ‘No Change’.

NOTE: Click on the ‘Reset’ button to remove the updated values before submitting the changes.

5. Click on the Invoice # link to view the details of an invoice without a receipt. The Invoice Without Receipt Detail screen appears for the invoice selected.

Only the Quantity can be changed on the detail screen if a non-EDI record is selected.

The Stock Number, Quantity, and/or Price can be updated if the user selected an EDI. The example uses an EDI record and changes the quantity and price.

6. Enter a new value in one of the updateable fields and click on the ‘Submit Changes’ button.

The status changes to ‘Update’ momentarily, after the row updates successfully, the status reverts to ‘No

Change.”

NOTE: Click on the ‘Reset’ button and return to the previous value to remove the change before submitting.

Click on the ‘Return to Summary’ button to return to the Summary screen.

CHAPTER 4: ORDER CONFIRMATIONS

The ‘Order Confirmations’ summary displays read-only information for Purchase Orders (PO) sent by customers and provides notification to STORES customers that their POs were received by vendors.

Once a PO has been confirmed through this process, the STORES Customer user can view the PO

Received Date in the Pending Receipts page of the STORES Customer application. The PO will remain on the Order Confirmation page until one day past the order RDD date of the order.

1. Select ‘Order Confirmations’ in the STORES navigation menu to display the page.

2. The Order Confirmation screen returns ‘Only Unconfirmed Purchase Orders’ by default

3. Click on the ‘Filtering Options…’ button and the ‘Unconfirmed Purchase Orders’ for all contracts appear.

NOTE: Users can only view selected Purchase Orders; they cannot enter or change the PO Received Date.

The following three filtering options are available:

• Unconfirmed - Purchase Orders that have not been confirmed.

• Confirmed - Purchase Orders that have been confirmed.

• Select All Contracts

To select the ‘Confirmed’ contracts, activate the ‘Confirmed’ checkbox, select the appropriate Contract

Number(s).

4. Deselect the ‘Select All Contracts’ checkbox. The screen reappears displaying all Purchase

Orders associated with the selected Contracts.

5. Select the unconfirmed PO by activating the corresponding checkbox.

6. Enter a PO Received Date in the appropriate field.

NOTE: When manually entering dates into the ‘PO Received Date’ field, instead of using the appearing calendar option, users must first enter the date in the field then press the ‘Enter’ key to activate the

‘Confirmed as Received’ button.

7. Click on the ‘Confirmed as Received’ button and the following screen appears. Note that the previously confirmed item disappeared from the unconfirmed POs list.

8. Click on the ‘Filtering Options…’ button, deactivate the ‘Unconfirmed’ checkbox option and activate the ‘Confirmed’ checkbox option finally click on the ‘’Refresh Page with Selected Options’ button and the following screen appears.

NOTE: This step is not necessary for Unconfirmed POs.

9. Click on the ‘Print Selected Orders’ button to view or print selected Purchase Orders.

10. Click on the ‘Print’ button on the ‘Purchase Order Details Report’ page.

11. Log out of the Recon module and log in to the Customer module.

12. Access the ‘Pending Receipts’ from the menu and the following page appears displaying the vendor receipt message for the previously confirmed item in the Recon module.

CHAPTER 5: FILL RATE MAINTENANCE

Clicking on the ‘Fill Rate Maintenance’ menu item displays the ‘Fill Rate Maintenance’ sub-menu.

The purpose of this functionality is to allow vendors to submit short shipment information to be considered as part of fill rate.

IMPORTANT NOTE

Short Shipment information are either entered by the users directly to Recon or submitted to the DLA Representatives using available templates.

Please refer to the sections below to follow the appropriate process.

5.1 Enter Fill Rate

Clicking on this item (shown as Highlight A in the sub-menu image) displays the ‘Purchase Orders for Fill

Rate Information Entry’ page which allows:

• Vendors to enter their short shipment information.

• Vendors to enter short shipment information or DLA Representatives to enter short shipment information on the vendor’s behalf.

Vendor Item Contracts (VIC) which do not have records associated to them will not appear in the VIC filter.

The following filters are default selections to display the VICs which Purchase Orders of the following categories:

• Not Submitted – Purchase Orders that have not been submitted to the DLA Representative for review.

• Only Short Shipped POs – Purchase Orders that have one or more line items that have been identified as short shipped.

• Submitted – Purchase Orders that have been submitted to the DLA Representative for review.

• All POs - All Purchase Orders associated with selected VIC(s), submitted or not submitted.

• Imported – This feature displays Purchase that are imported.

• Select All VICs – All Purchase Orders associated with all VICs assigned to the current user.

• Search By PO Number – This feature allows users to enter up to 14 characters to retrieve a target Purchase Order. When selected, this search ignores all other filtering options.

1. Make the appropriate filtering selections by choosing the radio buttons and checkboxes and click on the ‘Refresh Page with Selected Options’ button.

See the ‘Messages’ column for information on the corresponding Purchase Order (PO) –

▪ INVOICED - Appears if at least 1 CLIN has an invoice in STORES. The tool tip message states: ‘At least one line of the PO has an invoice processed.’

▪ SUBMITTED – Appears if the Purchase Order was submitted by a vendor or DLA Representative. The tool tip message states: ‘The PO was submitted on ‘MM/DD/YYY’ by

‘USER ID’’.

▪ IMPORTED – Appears if the Purchase Order was imported.

2. Select a target Purchase Order (PO) from the list to display its details.

3. Click on the ‘Show All Lines’ button to display the lines pertaining to the selected PO.

IMPORTANT NOTES

The 'Show All Lines' button is a toggle that appears, as a default from the summary screen, displaying only short shipped lines. Clicking on this button displays all lines of the PO, short shipped or not. The button then changes to 'Show Only Short Shipped Lines', which allows going back to showing only the short shipped lines.

It is strongly recommended to submit outstanding invoices prior to entering Short Shipment information.

4. Enter the appropriate amount in the corresponding ‘Delivered Quantity’ field.

The ‘Delivered Quantity’ field is editable only if an invoice has not been processed against that CLIN. If an invoice containing the CLIN that has been edited after the user manually entered a delivered quantity, that value will be overwritten by the invoice’s delivered quantity value.

See the ‘Messages’ column for information –

▪ INVOICED - Appears if the CLIN has an invoice in STORES; the tool tip message states:

‘INVOICE NUMBER’, ‘INVOICE DATE’.

▪ REASON – Appears as a message only if users enter a comment or if invalid characters are entered in the comments.

The following special characters “’\^&_`~| are not permitted in this field.

5. Select an option in the ‘Short Shipment Reason…’ dropdown list.

The following buttons are available:

• Reset – Enabled whenever data is entered into an editable field or if a short shipment reason is selected from the dropdown. It reverts the values back to those prior to the edits. It does not revert data back after the ‘Save’ or ‘Submit’ buttons are clicked.

• Save – Records the entered information into the database. Data can be changed and re-saved unlimited times. Saved records have not been submitted to the DLA Representative for review.

The ‘Save’ button is not activated if the Purchase Order was submitted by the vendor or DLA Rep on behalf of the vendor.

• Submit – Sends the entered information to the DLA Representative for review. Once a Purchase

Order has been submitted, it can no longer be edited.

• Show Only Short-Shipped Lines – Displays Purchase Orders that have one or more line items that have been identified as short shipped.

• Return to Summary – Brings user back to the ‘Enter Fill Rate Summary’ page.

6. Click on the ‘Save’ button to keep the updates made.

5.2 Entering Short Shipment Information for Submission to DLA

Representatives Users who provide Short Shipment information to DLA Representatives for importing into STORES must:

1. Contact the DLA Representative, prior to their initial submission.

2. Download the templates to be used for capturing Short Shipment information from the ‘Help’ page as shown below.

NOTE: Both the ‘Exception’ and the ‘PO Summary’ spreadsheets must be completed to be valid for submission.

IMPORTANT NOTES

The information below applies to both the ‘Exceptions’ and ‘PO Summary’ spreadsheets. Create a separate file for each report: one for Exceptions and another for PO Summary.

It is highly recommended to name the imports using the information imported (e.g., Vendor Name, Contract Number and Month of the Report: US_FoodSvc 3007 PO Summary July 2014).

1. Access the ‘Help’ menu from the banner.

2. Locate the templates from the page displayed.

Save both ‘Vendor Fill Rate PO Summary.xls’ and ‘Vendor Fill Rate Exceptions.xls’ files in a target location.

CHAPTER 6: REPORTS

Click on the ‘Reports’ menu item to appears its sub-menu containing the ‘View Invoice Information’ report.

6.1 View Invoice Information

The ‘View Invoice Information’ report provides the Vendor and Account Manager a means of searching either by

‘Purchase Order’ or by the combination of ‘Contract Number’ and ‘Invoice Number’ to return a report displaying

Purchase Orders and Contracts currently associated to the user.

1. Select ‘Reports’ then ‘View Invoice Information’ to display the landing page:

2. Enter the search criteria in the appropriate fields by either:

• Entering the ‘Purchase Order Number’

• Entering both the ‘Contract Number’ and ‘Invoice Number’.

3. Click on the ‘View’ button to launch the report containing the results according to the criteria entered.

CHAPTER 7: MY CAGE CODE ASSIGNMENTS

Users can view their current CAGE Code assignments, request new assignments, or remove current assignments by following the steps below:

1. Click on the ‘My User Info’ link on the right side of the main menu to go to the ‘My User Information’

2. Click on the View My CAGE Code Assignments link at the bottom of the screen.

3. Deactivate the ‘Show Only Active Contracts’ checkbox to view inactive contracts.

4. Click on the ‘Close Window’ button to remove the Assigned CAGE Code(s) / Contract(s) page.

5. Click on the ‘Send Message’ link at the bottom of the screen to request changes to CAGE Code assignments.

Enter the appropriate information in the ‘Message field’ -- either a request for new CAGE Codes or a deletion of existing CAGE Codes – and click on the ‘Send’ button.

The message is sent to the user’s Recon Manager.

CHAPTER 8: DOWNLOAD CHANGES

The ‘Receipts Without Invoices’ screen appears all receipts for a specified contract(s) assigned to the user for which there no invoice has been submitted.

1. Select the ‘Download Changes’ menu option from the main menu and the ‘Download Invoice Changes’ page appears.

2. Select a date or date range for which to run the report and click on the ‘Download’ button.

NOTE: If no data is available for the date or range selected, a message appears.

3. Click on the ‘Open’ button to open the report:

The changes for the date range selected appear in Notepad:

CHAPTER 9: MESSAGES

1. Click on the ‘Messages’ menu option to view the messages.

The ‘Message Bulletin Board’ page appears. New and unread messages are displayed.

2. Activate the ‘Mark Messages as Read’ checkbox to move the messages from the home page to the ‘Message Bulletin Board’ until a Recon Account Manager inactivates it.