Vendor_Instructions_for_VSM_Shipments.docx

Purpose: To provide vendors with additional information regarding the processing of shipments in the Vendor Shipment Module (VSM).

In May of 2015, DCMA St Louis came on board with VSM. When you log into the system, off to the right you will notice an agency column that will state if the order belongs to DLA or DCMA:

If you require any assistance with your contract, you will need to contact the agency that is listed to the right of the order. So if you process a DLA issued and administered contract, it will show DLA in the agency column and you should call or email DLA. If the agency column shows DCMA, you should contact DCMA. All of the contact information is listed on the main log on page of VSM (https://vsm.distribution.dla.mil):

Customer Support For DLA:

delivery@dla.mil 1-800-456-5507

For DCMA:

vsm.shipments@dcma.mil 1-314-331-5573

IF YOUR SHIPMENT REQUIRES DCMA INSPECTION DO NOT ENTER ANYTHING INTO VSM UNTIL AFTER THE INSPECTION HAS BEEN COMPLETED.

If you do not follow the above procedures, a carrier will arrive at your facility and you will not be able to release the shipment. Additional charges will be incurred.

If your shipment requires a DCMA inspection, you will need to schedule an appointment for that inspection in Wide Area Work Flow (WAWF). You will need to have the ultimate consignee in order to schedule your inspection. Your ultimate consignee is found in your contract as shown below. Once you complete the request in WAWF, you should receive an inspection appointment no later than two (2) days for a resident QAR and seven (7) days for a non-resident QAR. Once the inspection has occurred and the inspector has approved your shipment, you are ready to enter your shipment details in VSM.

The Ultimate Consignee can be found in the Freight Shipping section of your contract.

The next few pages describe the shipping documents and the date you can expect the carrier at your facility AFTER processing in VSM.

1. DO NOT CONTACT MENLO PERTAINING TO YOUR SHIPMENTS.

2. Any questions relating to shipments are to be directed to the Defense Logistics Agency (DLA) Distribution transportation office at delivery@dla.mil or 800-456-5507.

3. ALL shipments should be packed and ready for shipment at the time you process in the Vendor Shipment Module (VSM).

4. Small Parcel Shipments are shipments that are less than 150 lbs., less than 12 cubic feet and are under a total girth of 130. Girth is calculated - Length and girth equals length plus twice the width and twice the height (L + W(x2) + H (x2)).

5. Your freight shipment must be packed and ready for shipment at the time you process within the Vendor Shipment Module (VSM). A carrier will arrive at your facility to pick up this shipment by the below chart. You must print the Military Shipping Label (MSL) along with your documentation.

Processed in VSM by 10AM EST

CBL will be available to print in VSM after 1500

Carrier will be in to pick up shipment by Close of Business

Monday

Tuesday

Wednesday

Tuesday

Wednesday

Thursday

Wednesday

Thursday

Friday

Thursday

Friday

Monday

Friday

Monday

Tuesday

Processed in VSM after 10AM EST

CBL will be available to print in VSM after 1500

Carrier will be in to pick up shipment by Close of Business

Monday

Wednesday

Thursday

Tuesday

Thursday

Friday

Wednesday

Friday

Monday

Thursday

Monday

Tuesday

Friday

Tuesday

Wednesday

6. The carrier will show up with an “Offer Number.” There are two types of Offer Numbers; one that pertains to a single shipment, and one that applies to a consolidated shipment under a Master Bill Number (MBN). If carriers do not supply you with the offer number, please call our office at 800-456-5507 before a carrier is turned away.

The offer number contains three parts; the assigned vendor DODAAC, the acronym for Shipment Control Number (SCN) or the acronym for Master Bill Number (MBN) and the actual eight digit shipment control number or Master Bill Number applied to that particular shipment.

a. The assigned Vendor DODAAC can be found in the Update Vendor Profile of VSM via the Maintenance tab. This consists of the site Prefix + Cage Code.

b. Offer Number for a single shipment = Vendor DODAAC + “SCN” + 01234567

i. Ex. A25G1USCN01234567

c. Offer Number for a Master Bill = Vendor DODAAC + “MBN” + 00001234

i. Ex. A25G1UMBN00001234

d. The location of the SCN & MBN on the CBL is addressed on the following pages.

7. To know what carrier is picking up the freight, take the VIA Standard Carrier Alpha Code (SCAC) from the CBL shown on the following slides, and look it up on the SCAC list at the end of this document.

8. When contacting DLA Distribution for assistance in answering your questions, please provide your CBL number, Shipment Control Number (SCN) or Master Bill Number.

9. The following pages contain screen prints, which illustrate where this information is located on the CBL.

1. The VIA SCAC is displayed in box 14. This is the Carrier that has been awarded to pick up the shipment.

2. The Shipment Control Number is displayed on the upper left hand side of the CBL and is the last (third) part of the offer number.

3. Commercial Bill of Lading (CBL) number

1. When shipments are combined onto one CBL, a Master Bill Number will display in place of the SCN at the top of the first page.

1. Driver instructions

2. SCN - The Master Bill is displayed on page 1 and the SCN is displayed at the top of the following pages.

3. CBL – Carries over on the top of each page.

The Transportation Control Number (TCN) is listed on page 2 and subsequent continuation pages. These are the TCNs that were consolidated onto this shipment under one Master Bill and can be used to search by in VSM.

CARRIER NAMES AND SCACs

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