SubsistenceGuide.pdf

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

STORES Catalog Guide for Subsistence Users

Release Date: June 2024

DLA Troop Support – Philadelphia

Defense Logistics Agency United States Department of Defense

STORES Catalog – Subsistence User Guide Table of Contents

STORES Catalog i June 2024

Table of Contents

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

Introduction ................................................................................................................................................................ iii

Purpose .................................................................................................................................................................. iii Structure ................................................................................................................................................................. iii About STORES Catalog ...................................................................................................................................... viii Access .................................................................................................................................................................. viii Roles ..................................................................................................................................................................... ix Catalog/Contract Status ........................................................................................................................................ ix General Considerations ......................................................................................................................................... x Customer Assistance ............................................................................................................................................. x

Chapter 1: STORES Catalog Main Menu

Chapter 2: Create a Baseline Catalog

2.1 Identify the Catalog

2.2 Import from STORES Production or Another Baseline Catalog

2.3 Import from Core Catalog or by Stock Number Criteria

Chapter 3: View/Modify a Baseline Catalog

3.1 Detailed View

3.2 Add a Catalog Item

3.3 Table View Screens

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

Chapter 5: Import Baseline Catalog Prices

5.1 Selecting an LPTA Contract

5.2 STORES Catalog Price Import Preview Screen

5.3 View Price Import Summary Screen

Chapter 6: Submit a Catalog

Chapter 7: View/Modify a Production Catalog

7.1 Catalog Items

7.2 Detailed View – Production Catalog

7.3 Add a Production Catalog Item

7.4 View Catalog Reports

7.4.1 Pending Catalog Change Report

7.4.2 832 Version Compliance Report(s)

Chapter 8: Hide Catalog Items (Manual)

Chapter 9: Hide Catalog Items (Copy)

STORES Catalog – Subsistence User Guide Table of Contents

STORES Catalog ii June 2024

Chapter 10: View Master Stock Number

Chapter 11: Master Catalogs

Chapter 12: Baseline Reports

Chapter 13: Production Reports

13.1 Catalog Update/Error/Warning Report(s)

13.2 Catalog Item Disapproval Report

13.3 Pending Distribution Fee Warning Report

13.4 Initial Catalog Item Verification Report

13.5 Hidden Items Report

13.6 832 Version Compliance Report(s)

13.7 Price Trending and EPA Ceiling Report

13.8 Recatalog Advice Report

Chapter 14: Producer Price Index Reports

14.1 Producer Price Index (PPI) Master Report

14.2 Vendor Item Catalog (VIC) Update: PPI Adjusted Report

Chapter 15: Item Classification Code Reports

15.1 ICC Master Report

15.2 ICC Association Report

Chapter 16: Downloads

16.1 Download a Catalog

16.2 Download a User Guide

Chapter 17: Account Maintenance

STORES Catalog – Subsistence User Guide Introduction

STORES Catalog iii June 2024

Introduction

Purpose

This Subsistence User Manual was created for DLA Troop Support – Philadelphia to provide illustrated instruction on the STORES Catalog application. The guide is to serve as an information resource for DLA Troop Support employees who have the system role of Subsistence User in STORES Catalog. The guide may be downloaded via the Download Subsistence User Guide link on the Main Menu screen (see Chapter 17 for details).

Structure

The guide provides details on the full range of functions available to Subsistence Users in STORES Catalog. Its structure follows the top-to-bottom order of the functional areas on the Main Menu screen, with a single section.

What’s New?

As of June 2020

• Replaced Chapter 13.1 – Catalog Update/Error/Warning Report – Update report screen shots to display new column headings of ‘Part Number / Vendor Item Description’ and ‘Contract Number / Awarded Contract or Admin Catalog?’

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.

• Replaced Chapter 3 – View/Modify a Baseline Catalog Screen Shots for Detail View and Add Item:

▪ Stock Number – added red asterisk.

▪ Gross Case Measure – changed to Gross Case Weight UoM

▪ NAPA Allowance – added double red asterisks.

▪ Food Show Allowance– added double red asterisks

▪ Promotional Allowance – added double red asterisks

▪ DLA Item Description – changed to Extended Item Description

▪ Econ. Indicator – changed to Economic Indicator

▪ Value and Unit of Measure section – field names spelled out:

• FROM TO

• Tare Wt Tare Weight

• Tare UoM Tare Unit of Measure

• Paper Wt Paper Weight

• Paper UoM Paper Unit of Measure

• Alum Wt Aluminum Weight

• Alum UoM Aluminum Unit of Measure

• Plas Wt Plastic Weight

• Plas UoM Plastic Unit of Measure

• Gls Wt Glass Weight

• Gls UoM Glass Unit of Measure

• Tin Wt Tin Weight

• Tin UoM Tin Unit of Measure

• Replaced Chapter 7.2 – Detail View - Production Catalog and Chapter 7.3 – Add a Production Catalog Item Screen Shots for Detail View and Add Item for the following:

▪ Stock Number – added red asterisk

▪ Gross Case Measure – changed to Gross Case Weight UoM

▪ NAPA Allowance – added double red asterisks

▪ Food Show Allowance– added double red asterisks

▪ Promotional Allowance – added double red asterisks

▪ DLA Item Description – changed to Extended Item Description

STORES Catalog iv June 2024

▪ Econ. Indicator – changed to Economic Indicator

▪ Package Details Size - changed asterisk color tor red

▪ SLife Unit - changed to Shelf Life Unit

▪ Dist Fee Ctgy changed to Distribution Fee Category

▪ Detail Screen enlarged to allow for spelling out field names

▪ Dist Fee – changed to Distribution Fee

▪ Frgn Src Ind – changed to Foreign Source Indicator

▪ Value and Unit of Measure section – field names spelled out:

• FROM TO

• Tare Wt Tare Weight

• Tare UoM Tare Unit of Measure

• Paper Wt Paper Weight

• Paper UoM Paper Unit of Measure

• Alum Wt Aluminum Weight

• Alum UoM Aluminum Unit of Measure

• Plas Wt Plastic Weight

• Plas UoM Plastic Unit of Measure

• Gls Wt Glass Weight

• Gls UoM Glass Unit of Measure

• Tin Wt Tin Weight

• Tin UoM Tin Unit of Measure

▪ Unit of Measure – Value field reduced to 2 positions

As of September 2021

• Chapter 2.2 – Import from Stores Production or Another Baseline Catalog View

▪ Replaced Import Criteria (Import from Core Catalog/Stock #) screen shots – DLA Item Description Contains was changed to Extended Item Description Contains.

▪ Changed Step/Action wording from DLA Item Description to Extended Item Description.

• Chapter 3 – View/Modify a Baseline Catalog

▪ Replaced Screen Shots for Detail View and Add Item screens

▪ Item Name – changed to Extended Item Name

▪ #7 Item Name – changed to Extended Item Name

• Chapter 7.2 – Detailed View – Production Catalog

▪ Replaced Screen Shots for Detail View screens

▪ # 2 Item – changed to Extended Item Name

• Chapter 7.3 – Add a Production Catalog Item

▪ Replaced Screen Shots Add Item screens

As of April 2022

• Chapter 2.2 – Import from Stores Production or Another Baseline Catalog View

▪ Replaced Import Criteria (Import from STORES Production Catalog or Another Baseline Catalog screen shots to include these changes:

• Item Description Contains - changed to Vendor Item Description Contains

• Gross Volume Unit - changed to Gross Volume UoM

• Gross Case Weight Measure - changed to Gross Case Weight UoM

• Tare Weight Value – Tare Weight

• Aluminum Weight Value – Aluminum Weight

• Tin Weight Value – Tin Weight

• Paper Weight Value – Paper Weight

• Plastic Weight Value – Plastic Weight

• Glass Weight Value – Glass Weight

• Chapter 3 – View/Modify a Baseline Catalog

▪ Chapter 3.1 Detailed View

• Replaced View/Modify Baseline Catalog – Detail Screen shots to include these changes:

STORES Catalog v June 2024 o UoI changed to Unit of Issue o Part No changed to Part Number o Unites Per Pack changed to Uniters Per Purchase Pack o Gross Volume Unit changed to Gross Volume UoM

▪ Chapter 3.2 Add a Catalog Item

• Replaced Add Item Screen shot to include these changes:

o UoI changed to Unit of Issue o Part No changed to Part Number o Unites Per Pack changed to Uniters Per Purchase Pack o Gross Volume Unit changed to Gross Volume UoM

▪ Chapter 3.3 Table View Screens

• Replace Abbreviated Table View shot to include these column heading changes o CW Multi change to Catch Weight Multiple o Pkg Size change to Package Size o Pkg Code change to Package Code o MPA Purch Date change to MPA Purchase Date

• Replaced Table View screen shots to include these column heading changes:

o Dist Fee changed to Distribution Fee o CW Multi changed to Catch Weight Multiple o Pkg Size changed to Package Size o Pkg Code changed to Package Code o DLA Uniq changed to DLA Unique o MPA Purch Date changed to MPA Purchase Date o GrCs Wt changed to Gross Case Weight o GrCs Wt Mea changed to Gross Case Weight UoM o NAPA Alw changed to NAPA Allowance o Food Show Alw changed to Food Show Allowance o Promo Alw changed to Promotional Allowance o SLife changed to Shelf Life o SLife Unit changed to Shelf Life Unit o GrVol changed to Gross Volume o GrVol Unit changed to Gross Volume UoM

• Chapter 7 – View/Modify a Production Catalog

▪ Chapter 7.2 Detailed View – Production Catalog

• Replaced View/Modify Production Catalog – Detail Screen shots to include these changes:

o UoI changed to Unit of Issue o Part No changed to Part Number o Unites Per Pack changed to Uniters Per Purchase Pack o Gross Volume Unit changed to Gross Volume UoM

▪ Chapter 7.3 Add a Production Catalog Item

• Replaced Add Item Screen shot to include these changes:

o UoI changed to Unit of Issue o Part No changed to Part Number o Unites Per Pack changed to Uniters Per Purchase Pack o Gross Volume Unit changed to Gross Volume UoM

• Chapter 13 – View/Modify a Production Catalog

▪ Chapter 13.1 – Catalog Update/Error/Warning Report(s)

• Updated column headers

As of October 2022

• Guest Vendor and Manufacturer roles have been removed.

• Edge Browser - displaying some screen fields as expandable.

• Cover Page & Footer – Updated with Release Month

• Chapter 7. – View/Modify a Production Catalog

▪ Chapter 7.2 – Detailed View – Production Catalog

STORES Catalog vi June 2024

• Replaced Screen Shots for changes to field boxes:

o MPA indicator o Standardized o PRF Standards

▪ Chapter 7.3 – Add a Production Catalog Item

• Replaced Screen Shots for changes to field boxes:

o MPA indicator o Standardized o PRF Standards

• Chapter 13.1. – Catalog Update/Error/Warning Report(s)

▪ Replaced all 3 Search Screens for the field name change of Grose Volume Unit to Gross Volume UoM.

▪ Step /Action – Field Selection wording for Gross Case / Volume – Name change of Gross Volume Unit was updated to Gross Volume UoM.

▪ Replace the Catalog Update Report Screen for the column heading name change Gross Volume Unit to

Gross Volume UoM

▪ Steps for Printing entire ‘report’.

• Removed Step 4 and Step 5 wording and screen shots since they are no longer valid.

• Updated screen shots for the column heading name change Gross Volume Unit to Gross Volume UoM

As of September 2023

• Cover Page & Footer – Updated with Release Month and Year

• Chapter 3 – View/Modify a Baseline Catalog

▪ Chapter 3.1 Detailed View

• Replaced View/Modify Baseline Catalog – Detailed View screen shots to include these changes:

o MPA – Text and Value are displayed in separate boxes.

o Standardized – Text and Value are displayed in separate boxes.

o PRF Standards – Text and Value are displayed in separate boxes.

o MPA Purchase Date- Calendar Icon has been moved slightly to the right so it is not sitting on the edge of the data entry box.

o Navy/FIC (Item Indicators) text color has been changed to black and field background color changed to yellow to be consistent with the other Items Indicators.

o Some Item Indicators are spelled out:

• ArmyDng is now Army Dining Hall

• ArmyFld is now Army Field

• NvCg is now Navy Cargo

• NvQCOG is now Navy QCOG (Ship Store)

▪ Chapter 3.2 Add Catalog Item

• Replaced View/Modify Baseline Catalog – Add Item screen shots to include these changes:

o MPA – Text and Value are displayed in separate boxes.

o Standardized – Text and Value are displayed in separate boxes.

o PRF Standards – Text and Value are displayed in separate boxes.

o MPA Purchase Date- Calendar Icon has been moved slightly to the right so it is not sitting on the edge of the data entry box.

o Navy/FIC (Item Indicators) text color has been changed to black and field background color changed to yellow to be consistent with the other Items Indicators.

o Some Item Indicators are spelled out:

• ArmyDng is now Army Dining Hall

• ArmyFld is now Army Field

• NvCg is now Navy Cargo

• NvQCOG is now Navy QCOG (Ship Store)

• Chapter 7 – View/Modify a Production Catalog

• Chapter 7.1 Catalog Items

• Replaced View/Modify Production Catalog – Catalog items- Detailed View screen shots to include these changes:

STORES Catalog vii June 2024 o MPA – Text and Value are displayed in separate boxes.

o Standardized – Text and Value are displayed in separate boxes.

o PRF Standards – Text and Value are displayed in separate boxes.

o MPA Purchase Date- Calendar Icon has been moved slightly to the right so it is not sitting on the edge of the data entry box.

o Navy/FIC (Item Indicators) text color has been changed to black and field background color changed to yellow to be consistent with the other Items Indicators.

o Some Item Indicators are spelled out:

• ArmyDng is now Army Dining Hall

• ArmyFld is now Army Field

• NvCg is now Navy Cargo

• NvQCOG is now Navy QCOG (Ship Store)

• Replaced Production Catalog Add Item Screen (with 2 close-ups) shots to include these changes:

o MPA – Text and Value are displayed in separate boxes.

o Standardized – Text and Value are displayed in separate boxes.

o PRF Standards – Text and Value are displayed in separate boxes.

o MPA Purchase Date- Calendar Icon has been moved slightly to the right so it is not sitting on the edge of the data entry box.

o Navy/FIC (Item Indicators) text color has been changed to black and field background color changed to yellow to be consistent with the other Items Indicators.

o Some Item Indicators are spelled out:

▪ ArmyDng is now Army Dining Hall

▪ ArmyFld is now Army Field

▪ NvCg is now Navy Cargo

• NvQCOG is now Navy QCOG (Ship Store)

• Chapter 7 – View Catalog Reports

▪ Chapter 7.4.1 Pending Catalog Change Report

• Replaced the Pending Catalog Change Report – Pending Modifications – Items Details screen shot.to include these field name changes:

o Tare Weight Value is now Tare Weight o Aluminum Weight Value is now Aluminum Weight o Tin Weight Value is now Tin Weight o Paper Weight Value is now Paper Weight o Plastic Weight Value is now Plastic Weight o Glass Weight Value is now Glass Weight

• Chapter 13 – Production Reports

▪ Chapter 13.1 Catalog Update/Error/Warning Report(s)

• Replaced STORES Catalog – Catalog Update, Error and Warning Reports – Search Screen shots to include these changes:

o Gross Case / Volume Grouping - Field name Gross Volume Unit has been changed to Gross Volume UoM.

o TARE Weight Grouping - Word ‘Value’ has been removed from all Tare Weight field names.

▪ Chapter 13.6 832 – Version Compliance Report(s) o Replaced 832 Version Compliance Report screen shots since prior screen shots for the contract displayed old field names.

▪ 832 Version Compliance Report (Version 2, Pending Reports, All)

▪ 832 Version Compliance Report (close-up 2)

▪ 832 Version Compliance Report (close-up 3)

▪ 832 Version Compliance Report (printable version)

▪ 832 Version Compliance Report (main report partial view)

▪ 832 Version Compliance Report (main report close-up) o Replaced 832 Version Compliance Report – Non-Compliant Items Download Column Headings screen shot since the underscores were removed in a previous release.

STORES Catalog viii June 2024

About STORES Catalog

STORES Catalog is an application designed to allow qualified users to create catalogs for export to STORES. This section contains information about STORES Catalog useful to all types of users including the different roles that may be assigned to STORES Catalog users, and a description of the Statuses applied to baseline catalogs.

Access

As of May 2016, Subsistence Users with both STORES Admin and STORES Catalog privileges access STORES Catalog through a link on the STORES Admin Main Menu without needing a separate logon for STORES Catalog.

When an Administrator has a catalog role assigned (Figure 1), they will have the ability to access STORES Catalog via STORES Admin by selecting the Access Catalog link at the bottom of the STORES Admin Main Menu (Figure 2).

Figure 1

Figure 2

To return to STORES Admin, select the ‘Admin Main Menu’ link that is in the STORES Catalog header (Figure 3).

Figure 3

STORES Catalog ix June 2024

Roles

STORES Catalog users are assigned one of three roles, which determine the actions that may be performed in the application. These roles and their privileges are listed below.

1. Subsistence User role allows the user to:

• Modify an active production catalog.

• View any production catalog.

• Create baseline catalogs.

• Edit and View all baseline catalogs.

• Change catalog statuses.

• Empty or delete a baseline catalog.

• Import LPTA price updates.

• Change the DLA Standards acceptance from "Yes" to "No" for production and/or baseline catalogs.

• Submit baseline catalogs to STORES.

• Download any baseline catalog.

• Approve, disapprove, and reapprove production catalog line items.

• Mark individual stock numbers as hidden or unhidden for a given contract and ordering point combination.

• Download any production catalog.

• Generate baseline catalog reports.

• Generate production reports.

• Generate Producer Price Index Reports.

• Generate Item Classification Code Reports.

• View master stock numbers.

• Access Master Catalogs.

• Download both the Vendor and Subsistence User Guides.

• Access and edit his/her contact information.

2. Tech Quality role allows the user to:

• Perform all functions of subsistence users.

3. Vendor role allows the user to:

• Edit and view an assigned active production catalog.

• Edit and view assigned baseline catalogs.

• Change an assigned catalog’s status under certain circumstances.

• Accept the DLA Standards on qualified items.

• Download an assigned catalog under certain circumstances.

• Download assigned production catalogs.

• 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.

Catalog/Contract Status

The capability to perform some actions (e.g. Submit a Catalog) depends on the catalog’s status. A baseline catalog has one of four statuses; listed below.

1. Being Built. A catalog with this status can be:

• Viewed by a Subsistence/Tech Quality User.

• Edited by a Subsistence User and any Vendor to whom the catalog is assigned.

• Viewed by a Subsistence/Tech Quality User and any Vendor to whom the catalog is assigned.

STORES Catalog x June 2024

• Price updated by a Subsistence/Tech Quality User.

• Deleted by a Subsistence/Tech Quality User.

• Emptied by a Subsistence/Tech Quality User.

• Flagged as “Review Ready” by any Vendor to whom the catalog is assigned.

• Flagged as “Review Ready” or “Being Built” by a Subsistence User.

2. Review Ready. A catalog with this status can be:

• Viewed by a Subsistence User and any Vendor to whom the catalog is assigned.

• Edited by a Subsistence/Tech Quality User.

• Price updated by a Subsistence/Tech Quality User.

• Deleted by a Subsistence/Tech Quality User.

• Emptied by a Subsistence/Tech Quality User

• Flagged as “Vendor Ready” or “Submission Ready” by a Subsistence/Tech Quality User.

3. Submission Ready. In this status, a catalog can be:

• Viewed by a Subsistence User, Tech Quality User and any Vendor to whom the catalog is assigned.

• Submitted to STORES by a Subsistence/Tech Quality User1.

• Flagged as “Review Ready” by a Subsistence/Tech Quality User.

General Considerations

• Browser: The recommended browser is Microsoft® Edge.

• Timing out: For both security and system streamlining, STORES Catalog has been set to “time out” after thirty (15) minutes of non-use. It is important to save any changes you make (typically by clicking the “Save” button). This action ensures that your work is retained in the system for future use.

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 (Philadelphia) COM: 888-755-4756 Email dlacontactcenter@dla.mil

OCONUS Europe DSN: 324-206-9685 COM: +49-631-71069685 CELL: +49173-384-1835 Europe/Africa Email dlatsstorehelp@dla.mil

OCONUS Pacific DSN: 315-243-3874 COM: +81-46-8163874

For a list of STORES POCs (CONUS) see the URL below:

http://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/CONUS.aspx

For a list of STORES POCs (OCONUS) see the URL below:

http://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/OCONUS.aspx

1 When a catalog is submitted, the status is automatically changed from “Submission Ready” to “Vendor Ready.”

mailto:dlacontactcenter@dla.mil mailto:dlatsstorehelp@dla.mil http://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/CONUS.aspx http://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/OCONUS.aspx

STORES Catalog xi June 2024

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.

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.

STORES Catalog – Subsistence User Guide Chapter 1: STORES Catalog Main Menu

STORES Catalog 1 June 2024

Chapter 1: STORES Catalog Main Menu

Before a vendor can access STORES Catalog, they must be an active user and have one or more assigned catalogs. However, a subsistence user only needs to be an approved user to access the system. Lastly, a subsistence user automatically has access to all baseline catalogs.

STEP/ACTION EXAMPLE

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

STORES Catalog Main Menu Screen

The Functional Menu section consists of eight expandable menu categories.

1. To expand a menu option, place your cursor over the appropriate menu bar. A list of submenus displays. For this example, click Baseline Catalog Maintenance.

Main Menu Screen – Menu Bar Section

The Baseline Catalog Maintenance sub-menu displays.

Main Menu – Baseline Catalog Maintenance Sub-menu

STORES Catalog – Subsistence User Guide Chapter 1: STORES Catalog Main Menu

STORES Catalog 2 June 2024

Notifications Overview

Main Menu – Notifications Section

The NOTIFICATIONS section displays account information Alerts and summary information about Catalogs applicable to the user. Each notification is a link. A list of all possible notifications is provided below.

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. Inactive Catalog Notification – This notification alerts a user to the total number of assigned contracts that are inactive. It displays only when one or more assigned catalogs are inactive. Clicking this link displays the View/Set Baseline Catalog Status screen filtered for inactive contracts.

3. Catalogs Ready for Review Notification – This notification alerts a user to the total number of assigned contracts that have the “Review Ready” status. It displays only when one or more assigned catalogs have the “Review Ready” status. Clicking the notification link takes the user to the View/Set Catalog Status screen filtered for “Review Ready” contracts.

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

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

Main Menu – My Preferences Section

This section lists the catalogs which need to be reviewed. This is based on the preferences set by the user.

For details regarding setting up the preferences, see the Manage My Preferences section in Chapter 17:

Account Maintenance starting on page 116.

STORES Catalog – Subsistence User Guide Chapter 2: Create a Baseline Catalog

STORES Catalog 3 June 2024

Chapter 2: Create a Baseline Catalog

2.1 Identify the Catalog

To create a baseline catalog, the user must be assigned the Subsistence User role. Before a contract is created in STORES Catalog, the contract must exist in the Contracts Table with a status of “A” (Active) and the contract must have a CAGE Code. An existing catalog has one of four statuses: Being Built, Vendor Ready, Review Ready, or Submission Ready. If a contract already exists as a baseline catalog and has a status of Being Built, it can be accessed through the create catalog functionality and additional records can be imported.

1. From the STORES Catalog Main Menu, place your cursor over the Baseline Catalog Maintenance menu bar.

The Baseline Catalog Maintenance sub-menu displays.

Main Menu – Baseline Catalog Maintenance Sub-menu

2. Click Create Baseline Catalog.

The Enter Catalog to Build screen displays.

Create Baseline Catalog – Enter Catalog to Build

STORES Catalog 4 June 2024

3. Enter a valid contract number.

4. Click .

The Select An Input Source screen displays.

NOTE: If the contract already exists in the baseline catalog, the user is notified and appropriate options given.

Create Baseline Catalog – Enter Catalog to Build

STORES Catalog 5 June 2024

2.2 Import from STORES Production or Another Baseline Catalog

From the Select Import Source screen there are three options available:

• Core Catalog/Stock # Criteria (Stock Number Catalog)

• STORES Production Catalog (Vendor Item Catalog)

• Another Baseline Catalog ( an-other existing baseline catalog)

The “STORES Production Catalog” and “Another Baseline Catalog” options have identical flow and function except that another baseline catalog cannot be imported when it has the same contract number as the contract being built. That is, a baseline catalog is NOT able to import itself. An import from a Production Catalog allows a user to import the existing catalog/same contract number.

1. Select STORES Production Catalog.

The Select Import Source screen redisplays with three buttons.

2. Click .

The Import Criteria screen displays (next page).

-OR-

Click to return to the Enter Catalog to Build screen.

-OR-

Click to return to the Main Menu.

NOTE: If you return to the Main Menu can come back later to import items into the catalog. As long as the catalog has a status of “Being Built,” it can be accessed through the “Create Catalog” process again.

Select Import Source Screen (three example close-ups)

STORES Catalog 6 June 2024

The Import Criteria screen allows the user to select the contract to import.

In addition, the user can choose not to import an item if it already exists in the baseline, to overwrite existing items, or to completely empty the baseline catalog before import.

These two entries are required.

A user can also search for values in the Item Description and/or Brand fields. Both of these criteria are optional.

Enter the desired search criteria.

3. Click .

The Pre-filled Fields Selection screen displays (next page).

-OR-

Click to clear any data entries

--OR--

Click to return to the Select Import Source screen.

-OR-

Click to return to the Main Menu.

NOTES:

• If the production contract to be imported is the same as the one being built, a pop-up displays alerting you of this fact and stating that you can continue or cancel. If you wish to continue, close the pop-up then click again.

• An alert will also appear if the “Empty baseline before import” option is selected.

Import Criteria Screen (for Production Catalog and Baseline Catalog)

STORES Catalog 7 June 2024

The Prefilled Fields Selection screen allows a user to specify which values to retain when importing a catalog.

NOTES:

• If “Price” is not selected, the value defaults to $.01.

• If the DLA standards are accepted for an item, the following fields are filled from Stock Number Catalog and cannot be edited.

• Vendor Description

• Package Size

• Package Unit of Measure

• Packaging Code

• The user can select some, all, or none of the import fields.

4. To select all items, click the [All Fields] checkbox.

5. Click .

The Import Item Count screen displays (next page).

-OR-

Click to return to the Import Criteria screen.

-OR-

Click to return to the Main Menu.

Pre-filled Fields Selection Screen (For importing from a Production Catalog or a Baseline Catalog)

Pre-filled Fields Selection Screen (with all items selected)

STORES Catalog 8 June 2024

The Import Item Count screen states the number of records to be imported.

6. To import the records, click

The Import Confirmation screen displays (see page 16).

-OR-

Click to return to the Import Criteria screen.

-OR-

Click to review the items to be imported before importing them.

-OR-

Click to return to the Main Menu.

Import Item Count Screen

Import Item Count Screen when the option to “Empty baseline before delete” was not selected.

delete” was selected.

Review Items for Import Screen

A

B

C

STORES Catalog 9 June 2024

For column definitions, see section 4.3.

To sort any column, click the column header.

To exclude an item, check the

Exclude checkbox for the item.

A indicates the total number of records that met the selection criteria.

B indicates the number of records to be excluded from being imported.

C allows selecting the number of records to be displayed on a page.

7. Click to import the (non-excluded) records. (An alert will appear click .)

The Import Confirmation screen displays (see page 16).

-OR-

Click to return to the Import Criteria screen.

-OR-

Click to return to the Main Menu.

Review Items for Import Screen Drop-down (Close-up)

STORES Catalog 10 June 2024

The Import Confirmation Screen confirms the number of records imported.

8. Click to navigate to the Select Import Source screen.

-OR-

Click and return to the Main Menu.

NOTE: From this point a user may return to the Main Menu and come back later to import items into the catalog. As long as the catalog has a status of “Being Built” it can be accessed through the “Create Baseline Catalog” process (see page 9).

We will continue with the current example and add items to our created catalog from “Core Catalog/Stock # Criteria”. Click

The Select Import Source screen displays (next section).

Import Confirmation Screens

Import Confirmation Screen when the option to “Empty baseline before delete” was not selected.

Import Confirmation Screen when the option to “Empty baseline before delete” was selected.

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2.3 Import from Core Catalog or by Stock Number Criteria

1. Select Core Catalog/Stock # Criteria from the drop-down menu.

The Select Import Source screen redisplays with three buttons.

2. Click .

The Import From Core Catalog/Stock # Criteria screen displays (next page).

-OR-

Select Catalog to Build screen.

-OR-

Select Import Source Screen (three example close-ups)

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On the Import Criteria screen for Core Catalog/Stock # Criteria, neither “Stock Number Contains:” nor “Extended Item Description Contains:” are required fields.

The check box items are optional.

The check boxes allow the user to further specify the type of item to import.

Using the check boxes helps refine your search by limiting the number of items found.

The final section allows the user to determine whether to overwrite an existing baseline catalog stock number item with values from the Stock Number Catalog table, to retain pre-existing items, or to completely empty the baseline before importing.

-Continued on next page-

Import Criteria Screen (for Core Catalog/Stock # Criteria)

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3. Complete the desired import criteria.

4. Verify that all import criteria are accurately reflected and click

THE IMPORT ITEM COUNT

SCREEN DISPLAYS.

-OR-

Click to remove any information entered.

-OR-

Click to return to the Select Import Source screen.

-OR-

Click to return to the Main

Import Criteria Screen (for Core Catalog/Stock # Criteria)

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The Import Item Count screen displays the number of items selected to be imported.

5. Click to import the items.

The Import Confirmation screen displays (see page 16).

-OR-

Click to return to the Import Criteria screen.

-OR-

Click to review the items to be imported before the actual Import.

-OR-

Click to return to the Main Menu.

NOTE: The “Review Items” button works just as it does when importing from a baseline or production catalog.

Import Item Count Screens delete” was not selected.

delete” was selected.

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

STORES Catalog 15 June 2024

Chapter 3: View/Modify a Baseline Catalog

3.1 Detailed View

When using the View/Modify a Baseline Catalog functionality, only qualified users can view and edit line items and add items to assigned catalogs. Subsistence users have access to all catalogs. Vendors have access only to their assigned catalogs. Vendors may only modify catalogs that have a status of “Vendor Ready” and to which they are assigned with the role of “Vendor.” Only subsistence users can access a catalog with a “Being Built” status.

STEP/ACTION EXAMPLE

1. From Main Menu place your cursor over the appropriate.

Catalog Maintenance bar item and select View/Modify a Baseline Catalog from the submenu.

The Enter Contract Number screen

Main Menu Screen – Menu Section

NOTE: For a vendor this screen displays with a drop-down menu of contracts assigned to the user.

2. Enter a baseline contract number.

Note: The entire contract number must be entered in order to complete an accurate STORES search. If the entire contract number is not entered, or there is a formatting problem, or the contract is not found as a Baseline Contract, an error message displays.

3. Click .

The Detailed View screen displays (next page).

Enter Contract Number Screen (2 example close-ups)

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The Detailed View screen allows the user to view/edit line items (stock numbers) one record at a time.

• Editable information displays in white data fields. Non-editable data displays in a beige or yellow (exact color varies from monitor to monitor) fields.

• If a contract is not editable due to user role or catalog status, the shading of the fields remains the same with a status of “Read Only” and displays near the status on the upper left portion of the screen.

• A red asterisk (*) indicates required information.

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

Detailed View Screen

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DETAILED VIEW

View on Screen Load

Bottom of Screen – Expanded View

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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, Status and Version - Text that displays the current contract number, contract status, and the 832 version against which data is validated. “Read Only” displays next to the status when a contract is not editable.

2. View Reports - 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 - Drop-down menu used to filter the set of line items displayed (e.g., all items, wartime items, etc.)

4. Sort By - Drop-down menu 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. Table View link - Clicking this link takes the user to the Full Table View screen (page 29) while maintaining the currently selected sort and filter options of the Detailed Baseline Catalog record.

6. Abbreviated Table View link - Clicking this link takes the user to the Abbreviated Table View screen (page 27) while maintaining the currently selected sort and filter options of the Detailed Baseline Catalog record.

7. Item Number, Extended Item Name, Gross Measures, Allowances, Vendor Item Details, Catch Weight, Package Details, Stock Number Status Special Ordering Instructions, and Miscellaneous editing regions used to view and update item details. Stock Number, Status, Extended Item Name, Extended Item Description, Abbreviated Description, Item Indicators, Catch Weight Indicator, Manufacturing Price Agreement (MPA) indicator, Standardized indicator and PRF Standards 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 being applied to these fields. Package Size can be edited but is 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. More Fields link - This link displays as "Fewer Fields" when clicked 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 an attempt is made to save a record, the user is subjected to a series of validation checks. If any validation fails, the user is notified and changes are not saved. Checking the “Exclude from Submission” box bypasses the validations for that item and allow the changes to be saved. Note that an item with errors or an item that is not in Stock Number Catalog will prevent a catalog from being submitted; marking such records “Exclude from Submission” allows the catalog to be submitted without the identified records.

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

11. Screen action buttons - The button adds a 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 last saved values.

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

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

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

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

16. Overwritten Vendor Item Description displays the previous production version of Vendor Item Description. This field is not editable.

NOTES: This is the only screen on which acceptance of the DLA Standards for a baseline catalog can be set or un-set.

• Vendors can change the Accept DLA Standards field 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."

• Subsistence users can change Accept DLA Standards from "Y" to "N" if the contract is active and the contract status is other than "Submission Ready.”

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

STORES Catalog 19 June 2024

3.2 Add a Catalog Item

1. Click .

The Enter Stock Number screen

Detail 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 situation 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

STORES Catalog 20 June 2024

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

• 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 Overview (Partial View)

The screen elements of an Abbreviated Table View and its 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.

• Click Full Table View. The Full Table View displays.

Abbreviated Table View Screen (partial view)

Abbreviated Table View (Action Buttons)

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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” columns remain fixed when scrolling horizontally. This feature also applies to the Abbreviated Table View screen.

• 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 – Subsistence User Guide Chapter 4: View/Set/Empty/Delete a Baseline Catalog

STORES Catalog 24 June 2024

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

The View/Set/Empty/Delete Baseline Catalog screen is the location where catalog statuses are changed.

Summary information is also included for each catalog listing.

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

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…