CGI Advantage Vendor Self Service. Vendor Maintenance Guide Release 3.9

Transcription

1 CGI Advantage Vendor Self Service Vendor Maintenance Guide Release 3.9

2 CGI Advantage Vendor Self Service Vendor Maintenance Guide Release Account Access Log In to VSS Vendor Verification Vendor Maintenance Activities Summary Business Info Addresses and Contacts Account Users Commodities Business Types Service Areas Financial Transactions Agreements Scheduled Payments Checks/EFTs Tax Information Invoices Business Opportunities Solicitations Respond to a Solicitation My Watchlist Surplus Auctions Purchase History Bulletin Board View Solicitation Responses Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 2

3 Copyright 2001, 2013 CGI Technologies and Solutions Inc. All rights reserved. These materials contain the intellectual property of CGI Technologies and Solutions Inc. and are therefore proprietary and confidential. Any copying and distribution of these materials is strictly prohibited. CGI Advantage is a registered trademark of CGI Technologies and Solutions Inc. Due to the nature of this material, numerous hardware and software products are mentioned by name. In most, if not all, cases, the companies that manufacture the products claim these product names as trademarks. It is not our intention to claim these names or trademarks as our own. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 3

4 Overview CGI Vendor Self Service Maintenance Guide The Vendor Self Service (VSS) system allows vendors to register, update account information, identify commodities the vendor provides, search for opportunities, respond to solicitations, ask questions, browse for awards, and review financial transactions. Vendors can access VSS as a registered user or as a guest. Guests can view business opportunities through VSS and start the registration process. Registered vendors can use VSS for: Vendor Maintenance Activities Financial Transactions Business Opportunities The purpose of this guide is to provide instructions to City of Dallas (COD) Vendors on how to login to their account, maintain account information and enter responses to solicitations from COD in the Vendor Self Service (VSS) system. You should follow this guide if you have completed the registration process described in the Registration Quick Start Guide. NOTE: Your User ID and Password entered at registration are needed to log into the Advantage Vendor Self Service (VSS) application. Both the User ID and Password are case sensitive. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 4

5 1. Account Access CGI Vendor Self Service Maintenance Guide Once vendor registration is complete, all account maintenance activities can be completed by logging in to the Vendor Self Service system. For more information on vendor registration, see the Registration Quick Start Guide Log In to VSS The User ID and Password entered during the registration process is used to access VSS. Access VSS, at Step 1: Enter the VSS URL and press Enter. The Welcome page displays. Step 2: In the User ID field, enter the User ID created during registration. Step 3: In the Password field, enter the Password created during registration. Step 4: Click the Login button. The VSS application initially opens to the Account Information: Summary tab. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 5

6 If the vendor has more than one Location, the VSS sections are filtered based on the Location chosen at log in. To change the selected location, click the Home button in the upper right corner and change the selection to the desired location. Once the desired location is selected, the Account Information: Summary tab displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 6

7 1.2. Vendor Verification CGI Vendor Self Service Maintenance Guide For security purposes, Vendors are asked to verify their account information every 180 days. Updates to the primary vendor profile can also be made during the verification. When logging on, the account verification page displays every 90 days. Step 1: On the Account Verification page, click Next. The My Profile Verification page displays. Step 2: On the My Profile Verification page, confirm the profile information or make changes if needed and click Next. The Account Verification Complete page displays. Step 3: On the Account Verification Complete page, click Next to access VSS. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 7

8 2. Vendor Maintenance Activities The Account Information section of VSS allows vendors to view a summary of their account and view and maintain the account details. Use each tab in the Account Information section to view and maintain the specific account details Summary Use the Summary tab of the Account Information section to view a summary of account information. No changes can be made on this tab. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 8

9 2.2. Business Info CGI Vendor Self Service Maintenance Guide Use the Business Info tab of the Account Information section to view and update the Headquarters Information, Organization Information, Legal Address, Executive Compensation, EFT Information, and Discount Information. The Legal Name and TIN can only be updated by contacting the City of Dallas (COD), Vendor Support at (214) Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 9

10 To update the vendor business information while on the My Business Information tab: Step 1: Click the Update button. The fields that are allowed to be updated in each section are now editable. Step 2: In each field, enter the desired updates. If a current value exists, type over the current value with the desired value. Step 3: Click the Save Changes button. A Thank You page displays indicating the change has been entered. Step 4: On the Thank You page, click Next. The Business Info tab is displayed with the Pending Changes checkbox selected. The changes are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. To view the pending changes: Step 1: Click the View Pending Changes button. The View Pending Changes page is displayed. Step 2: Click each line in the grid to view the details of the change if multiple changes were made. Step 3: Click the Back button if no further changes are needed. Step 4: Click the Update Pending Changes button to make additional changes or modify the changes. The Business Info tab displays with editable fields. Step 5: Enter the desired updates. Step 6: Click the Save Changes button. A Thank You page displays indicating the change has been entered. Step 7: On the Thank You page, click Next. The Business Info tab is displayed with the Pending Changes checkbox selected. Once the changes are synchronized, the Pending Changes checkbox is cleared and the changes are inserted into the tab. The Business Info tab can also be used to add a business location. To add a business location: Step 1: Click the Add Business Location button. The Add Business Location - New Account Registration page is displayed. Step 2: Enter the additional business location information as described beginning on Step 3.6 of the Registration Quick Start Guide. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 10

11 2.3. Addresses and Contacts CGI Vendor Self Service Maintenance Guide Use the Addresses & Contacts tab in the Account Information section to view, update, assign or create new addresses and contacts. Existing Address & Contact Assignments Use the Existing Address & Contact Assignments section to view or update the address and contact assignments information. The vendor can indicate how long this address/contact is effective, if this is the default record for this address type, the correspondence preference and additional information for the address: Step 1: In the Existing Address & Contact Assignments grid, click the View/Update link next to the address/contact to be viewed or updated. The View/Update Assigned Address & Contact page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 11

12 Step 2: In each field, enter the desired updates. If a current value exists, type over the current value with the desired value. Step 3: Click the Save button. The Addresses & Contacts tab displays with the Pending Changes checkbox in the grid is selected. The changes are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. To view the pending changes: Step 1: Click the View Pending Changes link. The View Pending Changes page is displayed. Step 2: Click the Back button to return to the Addresses & Contacts tab. Assign/Create Addresses & Contacts To create a new address or contact information: 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 12

13 Step 1: Click the Assign/Create Addresses & Contacts button. The Assign/Create Addresses & Contacts-Step 1 of 3 page is displayed. Step 2: Click the appropriate checkbox to select the type of address. Step 3: In the Active From field, enter the date the address is effective. Step 4: In the Active To field, enter the date the address will no longer be effective if desired. Step 5: Select the Default Record checkbox, if the address is the default for the address type selected. Step 6: In the Department/Division field or Additional Address information field, enter the address specific information if desired. Step 7: In the Address section in the Address ID field, use the Find button to locate an existing address or enter a new address in the fields as below. Step 8: In the Street 1 field, enter the street address. Step 9: In the Street 2 field, enter the street address if desired. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 13

14 Step 10: In the City field, enter the City. Step 11: From the State/Province drop-down list, select the State. Step 12: In the Zip/Postal Code field, enter the zip or postal code. Step 13: From the Country Name drop-down list, select United States. Step 14: From the County drop-down list, select the County if desired. Step 15: In the Phone field, enter the phone number. Step 16: In the Ext field, enter the phone extension if desired. Step 17: Click Next. The Assign/Create Addresses & Contacts-Step 2 of 3 page is displayed. Step 18: In the Principal Contact section in the Principal Contact ID field, use the Find button to locate an existing contact or enter a new contact information in the fields as indicated below. Step 19: In the Contact Name field, enter the name of the contact. Step 20: In the field, enter the address for the contact if desired. The address must be entered if the Correspondence Type is Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 14

15 Step 21: From the Correspondence Type drop down list, select the preferred method for correspondence. Step 22: Select the English Spoken checkbox if the contact speaks English. Step 23: In the Phone field, enter the phone number. Step 24: In the Phone Extension field, enter the phone extension if desired. Step 25: In the Alternate Phone field, enter the alternate phone number if desired. Step 26: In the Alternate Phone Extension field, enter the alternate phone extension if desired. Step 27: In the Fax field, enter the fax number. Step 28: In the Fax Extension field, enter the fax extension if desired. Step 29: In the Alternate Fax field, enter the alternate fax number if desired. Step 30: In the Alternate Fax Extension field, enter the alternate fax extension if desired. Step 31: Click Next. The Assign/Create Addresses & Contacts-Step 3 of 3 page is displayed. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 15

16 Step 32: Click the Save button. The Addresses & Contacts tab is displayed. The changes/additions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. To view the pending additions: Step 1: Click the View Pending Additions button. The View Pending Additions-Addresses & Contacts page is displayed. Step 2: Click Back. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 16

17 Update Addresses Use the Update Addresses section of the Addresses & Contacts tab to view or update the address information. Step 1: Click the View/Update link next to the address. The View/Update Available Address page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 17

18 Step 2: Enter the desired updates to the Address Information. If a current value exists, type over the current value with the desired value. Step 3: Click the Save button. The Pending Changes checkbox is selected in the Update Addresses section. The changes/additions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. To view the pending changes: Step 1: Click the View Pending Changes link to view the updates. Update Contacts Use the Update Contacts section of the Addresses & Contacts tab to view or update the contact information. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 18

19 Step 1: Click the View/Update link next to the contact. The View/Update Available Contact page displays. Step 2: Enter the desired updates to the Contact Information. If a current value exists, type over the current value with the desired value. Step 3: Click the Save button. The Pending Changes checkbox is selected in the Update Contacts section. The changes/additions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. To view the pending changes: Step 1: Click the View Pending Changes link to view the updates. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 19

20 2.4. Account Users CGI Vendor Self Service Maintenance Guide Use the Users tab in the Account Information section to view, modify or delete each user account for the vendor. New account users can also be added using this tab. For each user, the notifications, access levels, security questions, and user s password can be updated. View/Modify User Account Use the View/Modify link in the grid on the Users tab to view or modify user information: Step 1: Click the View/Modify link next to the User ID to be viewed or modified. The View/Modify User Information page displays with editable fields. Step 2: Enter the desired updates to the User Information, Notifications or Security Questions and Answers sections. If a current value exists, type over the current value with the desired value. Step 3: Click the Save button. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 20

21 Change Access Levels To change the access levels from the View/Modify User Information page: Step 1: Click the Change Access Levels button. Step 2: On the Access Levels page, make the desired changes to the Primary Access Level by selecting the appropriate Access Level. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 21

22 Step 3: In the Optional Access Levels section, select the desired checkboxes for the appropriate access levels. Step 4: Click the Save button. Change Password To change the password from the View/Modify User Information page: Step 1: Click the Change Password button. The Password Maintenance page displays. Step 2: On the Password Maintenance page in the Enter New Password and Re-enter New Password fields, enter the new password. Step 3: Click the Save button. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 22

23 Add User Account CGI Vendor Self Service Maintenance Guide To add user information: Step 1: Click the Users tab. Step 2: Click the Add button in the lower right corner. The Add Account Users page displays. Step 3: In the User Information section in the User ID field, enter the new user s ID. Step 4: In the First Name field, enter the user s first name. Step 5: In the Last Name field, enter the user s last name. Step 6: In the field, enter the user s address. Step 7: In the Re-enter field, enter the user s address. Step 8: In the Phone field, enter the user s phone number. Step 9: In the Phone field, enter the user s phone number. Step 10: Select the Primary Account Administrator checkbox if the new user is to become the primary account holder. Step 11: Select the Locked checkbox if the new user account should be locked. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 23

24 Step 12: In the Password section in the Password and Re-enter Password field, enter the new user s password. Step 13: In the Notifications section, select the checkboxes to indicate the type of notices the new user should receive. Step 14: In the Security Questions and Answers section in the Security Question drop-down list, select a security question. Step 15: In the Security Answer and Retype Security Answer fields, enter the appropriate answer to the selected Security Question. Step 16: Click the Next button. The Access Levels page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 24

25 Step 17: In the Primary Access Level section, use the radio buttons to select the appropriate primary access level. Step 18: In the Optional Access Levels section, use the radio buttons to select the appropriate optional access levels. Step 19: Click the Save button. The Account Users page displays with the new user added to the grid. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 25

26 Delete User Account CGI Vendor Self Service Maintenance Guide To delete a user from the Users tab: Step 1: Click the Delete link next to the User ID to be deleted. The confirmation message displays. Step 2: Click OK. The user is removed from the grid. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 26

27 2.5. Commodities CGI Vendor Self Service Maintenance Guide Use the Commodities tab in the Account Information section to add or delete the commodity codes or classes that describe the goods and services that the vendor s organization provides. Add Commodities To add commodity information from the Commodities tab: Step 1: Click the Add Items button. The Choose page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 27

28 Step 2: Use the Commodity Service Code or Commodity Description fields to search for a commodity or use the navigation buttons to scroll through the list to locate the desired commodity. Step 3: Click the checkbox next to the desired commodity or commodities. Step 4: Click OK. The changes are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. When changes are pending, the View Pending Additions button is enabled. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 28

29 To view the pending additions: Step 1: Click the View Pending Additions button. The View Pending Additions- Commodities page is displayed. Step 2: Click the Back button to return to the Commodities tab. Delete Commodities To delete commodity information from the Commodities tab: Step 1: Click the Delete link next to the commodity to be deleted. The confirmation message is displayed. Step 2: Click the OK button. The deletions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. The Pending Deletion checkbox is selected until the systems are synchronized. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 29

30 2.6. Business Types CGI Vendor Self Service Maintenance Guide Business Types define the type of business and may be used by City of Dallas Procurement staff to determine eligible vendors for solicitations. Use the Business Types tab in the Account Information section to add or delete business types for the vendor s organization. Add Business Types To add business type information from the Business Types tab: Step 1: Click the Add Items button. The Choose page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 30

31 Step 2: Click the checkbox next to the business type(s) to be added. Step 3: Click the OK button. The Enter/Update - Business Types page displays. Step 4: Enter the Certification No and dates if needed. Step 5: Click the Save button. The changes are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. When changes are pending, the View Pending Additions button is enabled. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 31

32 To view the pending additions: Step 1: Click the View Pending Additions button. The View Pending Additions-Business Types page is displayed. Step 2: Click the Back button to return to the Business Types tab. Delete Business Types To delete business type information from the Business Types tab: Step 1: Click the Delete link next to the business type to be deleted. The confirmation message is displayed. Step 2: Click the OK button on the confirmation message. The deletions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. The Pending Deletion checkbox is selected until the systems are synchronized. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 32

33 2.7. Service Areas CGI Vendor Self Service Maintenance Guide Service areas define geographic regions that may be used by the City of Dallas Procurement staff to determine eligible vendors for solicitations. At this time, Service Areas will not be used by COD so this section can be disregarded. Add Service Areas To add service area information from the Service Areas tab: Step 1: Click the Add Items button. The Choose page displays. <Insert screen capture> Step 2: Click the checkbox next to the service area(s) to be added. Step 3: Click the OK button. The changes are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. When changes are pending, the View Pending Additions button is enabled. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 33

34 To view the pending additions: Step 1: Click the View Pending Additions button. The View Pending Additions-Service Areas page is displayed. Step 2: Click the Back button. Delete Service Areas To delete service area information from the Service Areas tab: Step 1: Click the Delete link next to the service area to be deleted. The confirmation message is displayed. Step 2: Click the OK button on the confirmation message. The deletions are not accepted until the Advantage Financial and Vendor Self Service systems are synchronized, which occurs nightly at a minimum. The Pending Deletion checkbox is selected until the systems are synchronized. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 34

35 3. Financial Transactions CGI Vendor Self Service Maintenance Guide The Financial Transaction section of VSS allows vendors to view their transactions with COD, including orders, invoices, payments and tax information Agreements Use the Agreements tab of the Financial Transactions section to view contracts, delivery orders, master agreements and purchase orders with the City of Dallas. Enter search criteria in the Search for Agreements section to filter responses to locate specific agreements. If no search criteria are entered, all agreements are displayed. Agreement Type - Select the type of agreement. Options include Contract, Delivery Order, Master Agreement and Purchase Order. Department - Click the Find button to search for the Department that created the agreement or enter the Department number in the field. Agreement ID - Enter the identification number of the specific agreement. Agreement Held? - Select Yes, No or Both to indicate if the agreements returned by the Search are in a held status. Closed? - Select Yes, No or Both to indicate if the agreements returned by the search are closed. Transaction From - Enter the earliest date that the desired agreement was processed. Transaction To - Enter the latest date that the desired agreement was processed. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 35

36 After entering the search criteria, click the Search button to display the agreements that meet the entered criteria. Select a specific transaction from the grid by clicking the Select checkbox next to the agreement. Once a specific agreement is selected, several actions for the selected agreement can be completed: Create a New Invoice (Currently not available in VSS) View the Details of an Agreement Download the Search Results Create a PDF of the Award Review Referenced Payments Create a New Invoice Note to All Vendors: City of Dallas does not allow vendors to create invoices in VSS at this time. This functionality will be available in the future. All invoices should be processed based on the terms of the contract and agreement with the City of Dallas. Please contact the department with whom you have your contract, the City of Dallas Accounts Payable ( ) or Business Development & Procurement Services ( ) departments for more information on how to submit your invoice if you have questions. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 36

37 View the Details of the Agreement To view the details of the selected agreement: Step 1: Click the Details button below the search results. The Agreement Information page displays. Use this page to view the agreement details and the shipping and billing information for the commodity and the commodity line details. This page can also be used to view the referenced payments and a PDF of the award using the links in the Agreement ID section. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 37

38 Step 2: Scroll down to the Commodity Line Information section of the Agreement Information page to view the commodities included in the award. Step 3: Click the Ship To: Bill To: link next to a specific commodity line. The Commodity Line Shipping and Billing Information page displays. Use this page to review the shipping and billing information for the award. Step 4: Click the Back button. Step 5: Click the Additional Details link next to a specific commodity line. The Line Amount Information page displays. Use this page to view the amounts by line if needed. Step 6: Click the Back button to return to the Agreement Information page or use the breadcrumbs at the top of the page to navigate to pages previously viewed. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 38

39 Step 7: Click the Reference link in the Agreement ID section. The Referenced Payments by Agreement page displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 39

40 Step 8: Click the View Details link in the Agreement Information section to return to the Agreement Information page. The breadcrumbs at the top of the page can also be used to navigate to the Agreement Information page. Step 9: Click the PDF button to view a PDF of the Award. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 40

41 Step 10: Click the Open button. The PDF of the Notice of Award is displayed. Step 11: Close the PDF to return to the Agreement Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 41

42 Download the Search Results The search results on the Agreement Summary Search page can be downloaded to a spreadsheet. Step 1: Click the Download button below the search results. The File Download window displays. Step 2: Click the Open button to open the data in a spreadsheet. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 42

43 Step 3: Close the spreadsheet to return to the Agreements tab in VSS. Create a PDF of the Award A PDF of the selected agreement from the Agreement Summary Search page can be viewed. Step 1: Click the PDF button below the search results. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 43

44 Step 2: Click the Open button to open the Notice of Award in a PDF format. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 44

45 Review Referenced Payments The Referenced Payments by Agreement page can also be viewed directly from the Agreement Summary Search page. Step 1: Click the Reference button at the bottom of the search results. Step 2: Click the View Details link to view the Agreement Information page or the Agreement Summary Search breadcrumb link to return to the Agreement Summary Search page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 45

46 3.2. Scheduled Payments CGI Vendor Self Service Maintenance Guide Use the Scheduled Payments tab of the Financial Transactions section to search for and view scheduled payments for the vendor s invoices. Enter search criteria in the Search for Scheduled Payments section to filter responses to locate specific payments. If no search criteria are entered, all scheduled payments are displayed. Invoice Number - Enter the invoice number. Department - Click the Find button to search for the Department that created the agreement or enter the Department number in the field. Payment Scheduled From - Enter the earliest date that the desired payment was processed. Payment Scheduled To - Enter the latest date that the desired payment was processed. Payment Status - Select Schedule, Held or Cancelled to indicate the status of the payment. After entering the search criteria, click the Search button to display the agreements that meet the entered criteria. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 46

47 Select a specific transaction from the grid by clicking the Select checkbox next to the payment request. Once a specific payment request is selected, several actions for the selected agreement can be completed: View the Details of the Payment Request Download the Search Results Review Referenced Agreements by Scheduled Payments 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 47

48 View the Details of the Payment Request To view the details of the selected payment request: Step 1: Click the Details button below the search results. The Scheduled Payment Information page displays. This page can be used to view the payment details, including the specific commodity lines. Step 2: Click the Additional Details link next to the commodity line to view the Line Amount Information for the commodity line. Step 3: Click Back to return to the Scheduled Payment Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 48

49 Step 4: Click Reference in the Payment Request ID section to view the agreement information for the selected scheduled payment. The Referenced Agreements by Scheduled Payment page displays. Step 5: On the Reference Agreements by Scheduled Payment page, click the Details link next to the specific agreement line to view the Agreement Information page for the specific transaction. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 49

50 Download the Search Results The search results on the Scheduled Payment Search page can be downloaded to a spreadsheet. Step 1: Click the Download button below the search results. The File Download window displays. Step 2: Click the Open button to open the data in a spreadsheet. Step 3: Close the spreadsheet to return to the Scheduled Payment Search tab in VSS. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 50

51 Review Referenced Payments The Referenced Payments by Agreement page can also be viewed directly from the Scheduled Payment Search page. Step 1: On the Scheduled Payment Search page, select an invoice in the search results and click the Reference button at the bottom of the search results. Step 2: Click the View Details link to return to the Scheduled Payment Information page or Details next to the agreement line to view the Agreement Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 51

52 3.3. Checks/EFTs CGI Vendor Self Service Maintenance Guide Use the Checks/EFTs tab of the Financial Transactions section to search for and view the vendor s checks or EFTs. Enter search criteria in the Search for Checks/EFTs section to filter responses to locate specific checks or EFTs. If no search criteria are entered, all checks/efts are displayed. Check/EFT Number - Enter the check or EFT number. Check/EFT Status - Select Disbursed, Warranted, Paid, Cancelled, Stale Dated, Void, Escheat, Renumbered or Not Available to indicate the status of the check or EFT. Payment From - Enter the earliest date that the desired payment was processed. Payment To - Enter the latest date that the desired payment was processed. After entering the search criteria, click the Search button to display the checks or EFTs that meet the entered criteria. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 52

53 Select a specific transaction from the grid by clicking the Select checkbox next to the check/eft. Once a specific check/eft is selected, several actions for the selected agreement can be completed: View the Details of the Check/EFT Download the Search Results Create a PDF of the Check/EFT Review Referenced Agreements by Check/EFT View the Details of the Check/EFT To view the details of the selected check or EFT: Step 1: Click the Details button below the search results. The Check/EFT Information page displays. This page can be used to view the check or EFT details, including the payment allocation lines. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 53

54 Step 2: Click the Additional Details link next to the payment line to view the line details for the selected check or EFT. Step 3: Click Back to return to the Check/EFT Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 54

55 Step 4: Click the Reference link in the Check/EFT Information section or the Reference link at the bottom of the page to view the Reference Agreements by Check/EFT page. Step 5: Click Details next to the payment line to view the Agreement Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 55

56 Step 6: Click the Check/EFT Information link in the Breadcrumbs to return to the Check/EFT Information page. Step 7: In the Check/EFT Information section, click the PDF button to view a PDF of the check or EFT information. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 56

57 Step 8: Click the Open button. The PDF of the Remittance Advice is displayed. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 57

58 Step 9: Close the PDF to return to the Check/EFT Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 58

59 Download the Search Results The search results on the Check/EFT Summary Search page can be downloaded to a spreadsheet. Step 1: Click the Download button below the search results. The File Download window displays. Step 2: Click the Open button to open the data in a spreadsheet. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 59

60 Step 3: Close the spreadsheet to return to the Check/EFT Summary Search page in VSS. Create a PDF of the Check/EFT A PDF of the selected check or EFT from the Check/EFT Summary Search page can be viewed. Step 1: Select a specific check or EFT and click the PDF button below the search results. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 60

61 Step 2: Click the Open button to open the check/eft information in a PDF format. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 61

62 Review Referenced Agreements by Check/EFT The Referenced Payments by Agreement page can also be viewed directly from the Check/EFT Summary Search page. Step 1: On the Check/EFT Summary Search page, click the Reference button at the bottom of the search results. Step 2: Click the View Details link in the Check/EFT Details section to display the Check/EFT Information section or the Details link for the agreement to display the Agreement Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 62

63 3.4. Tax Information CGI Vendor Self Service Maintenance Guide Use the Tax Information tab of the Financial Transactions section to view the 1099 tax information for a specific calendar year. Step 1: In the Calendar Year field, enter the desired year and click the Search button. The search results display for the entered tax year. Step 2: Click the View link under the Tax Summary heading. Step 3: Click the Tax Information Search in the Breadcrumbs. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 63

64 Step 4: Click the View link under the Payments heading. Step 5: Click the Tax Information Search in the Breadcrumbs. Step 6: Click the PDF link under the Tax Forms heading to open the tax forms in a PDF format. Step 7: Click the Tax Information Search in the Breadcrumbs. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 64

65 3.5. Invoices CGI Vendor Self Service Maintenance Guide Use the Invoices tab of the Financial Transactions section to search for an invoice for the account or create a new invoice. Enter search criteria in the Search for Invoices section to filter responses to locate specific invoices. If no search criteria are entered, all invoices are displayed. Invoice Number - Enter the number of the invoice. Total Invoice Amount - Enter the amount of the invoice. Invoice Status - Select Approved, Cancelled, Paid, Payment Held, Payment Scheduled or Pending Approval to indicate the status of the invoice. Agreement ID - Enter the identification number of the specific agreement. Fully Paid? - Select Yes, No or Both to indicate if the invoices returned by the search are fully paid. Invoice From - Enter the earliest date that the desired invoice was processed. Invoice To - Enter the latest date that the desired invoice was processed. After entering the search criteria, click the Search button to display the invoices that meet the entered criteria. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 65

66 Select a specific invoice from the grid by clicking the Select checkbox next to the invoice. Once a specific invoice is selected, several actions for the selected invoice can be completed: Create a New Invoice View the Details of an Invoice Download the Search Results Create a PDF of the Invoice Review Referenced Transactions by Invoice Create a New Invoice Note to All Vendors: City of Dallas does not allow vendors to create invoices in VSS at this time. This functionality will be available in the future. All invoices should be processed based on the terms of the contract and agreement with the City of Dallas. Please contact the department with whom you have your contract, the City of Dallas Accounts Payable ( ) or Business Development & Procurement Services ( ) departments for more information on how to submit your invoice if you have questions. View the Details of an Invoice To view the details of the selected invoice: Step 1: Click the Details button below the search results. The Invoice Information page displays. Use this page to view the invoice details. This page can also be used to view the referenced payments and a PDF of the award using the links in the Agreement ID section. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 66

67 Step 2: Click the Reference link in the Transaction Information section. The Referenced Transactions by Invoice page displays. Step 3: Click the Details link in the Transaction Information section to return to the Invoice Information page. The breadcrumbs at the top of the page can also be used to navigate to the Invoice Information page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 67

68 Note: On the Referenced Transactions by Invoice page, click the Details link next to the award document in the Agreement section to display the Agreement Information page. Step 4: On the Invoice Information page, click the PDF button to view a PDF of the invoice. The File Download window displays. Step 5: Click the Open button. The PDF of the invoice is displayed. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 68

69 Step 6: Close the PDF to return to the Invoice Information page. Download the Search Results The search results on the Invoice Summary Search page can be downloaded to a spreadsheet. Step 1: Click the Download button below the search results. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 69

70 Step 2: Click the Open button to open the data in a spreadsheet. Step 3: Close the spreadsheet to return to the Invoice Summary Search page in VSS. Create a PDF of the Award A PDF of the selected invoice from the Invoice Summary Search page can be viewed. Step 1: Click the PDF button below the search results. The File Download window displays. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 70

71 Step 2: Click the Open button to open the invoice in a PDF format. Review Referenced Transactions by Invoice 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 71

72 The Referenced Transaction by Invoice page can also be viewed directly from the Invoice Summary Search page. Step 1: Click the Reference button at the bottom of the search results. Step 2: Click the View Details link to view the Agreement Information page or the Agreement Summary Search breadcrumb link to return to the Agreement Summary Search page. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 72

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74 4. Business Opportunities CGI Vendor Self Service Maintenance Guide The Business Opportunities section allows vendors to view the business opportunities with the City of Dallas. Vendors can view and respond to solicitations, view auctions, view commodity purchase history and communicate with potential partners. The tab also allows vendors to access solicitations that have been marked to watch Solicitations Use the Solicitations tab of the Business Opportunities section to view and respond to solicitations. Search for Solicitations Use the Show Me links to filter the solicitations that display on the Search for Solicitations tab. All Solicitations - Displays all COD solicitations. My Commodities - Displays all COD solicitations for commodities the vendor is registered for. Open Solicitations - Displays all COD open solicitations. Closing Soon - Displays COD solicitations closing in seven days or less. Recently Published - Displays COD solicitations published within the last seven days. Recent Amendments - Displays COD solicitations that have been amended in the last seven days. Recent Intents - Displays COD solicitations that have an intent to award in the last seven days. Recent Awards - Displays COD solicitations that have been awarded in the last seven days. The solicitations that meet the filter requirements display on the Solicitations tab. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 74

75 Solicitations Summary CGI Vendor Self Service Maintenance Guide Use the Summary button to view a summary of the solicitation information. Step 1: Click the Summary button within the Solicitation to open a pop-up window displaying a summary of the solicitation information. The summary page includes the Closing Date and a dynamic countdown clock that indicated the time left before the solicitation closes. The summary also includes contact information for the buyer that submitted the solicitation. Solicitations Details Use the Details button to view the details of the solicitation. The details include the summary information in the header and the detailed information organized in tabs below the header. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 75

76 The header includes the relevant dates for the solicitation, the current status and a dynamic countdown clock that indicates the amount of time left before the solicitation closes. The header also allows vendors to add the solicitation to a watch list and to respond. Step 1: Click the Details button within the Solicitation to view the details of the solicitation. The Lots/Lines tab is initially displayed. The Lots/Lines tab includes each item requested in the solicitation. The More Information section includes expanding sections with more details. Step 2: Click the Plus Icon next to each link or click Expand All to display the details. The Product Specs section includes the commodity code and details specifications about the items requested in the solicitation. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 76

77 The Shipping/Billing section includes the addresses and details for shipping and billing. The Shipping Specs section includes any shipping details included in the solicitation. Step 3: Click the View Purchase History link to view the Purchase History for the specific commodity. Step 4: Click Back. Step 5: Click the Attachments tab. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 77

78 The attachments tab includes links to any attachment included in the solicitation. Step 6: Click the Additional Information tab. The Additional Information tab displays any text that they buyer entered regarding the solicitation. Step 7: Click the Terms tab. The Terms tab includes the specific terms and conditions the buyer should consider when responding. Step 8: Click the Criteria tab. The Criteria tab includes the specific criteria that will be used to award the solicitation. Step 9: Click the Events tab. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 78

79 The Events tab includes details for any scheduled event related to the solicitation. Step 10: Click the Q & A List tab. Not used by City of Dallas at this time. The Q & A List tab includes any questions submitted for the solicitation and the related answer. To submit a question, click the Ask a Question button. Step 11: Click the Ask a Question button. Enter the question in the text box and click the Submit your Question button. Step 12: Click the Amendment History tab. The Amendment History tab includes an entry for each amendment that has been created for the solicitation. Step 13: Click the Bulletin Board tab. Not used by City of Dallas at this time. The Bulletin Board includes any messages entered by vendors that have access to the solicitation. To add a message to the bulletin board, click the Add Message button. Step 14: Click the Add Message button. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 79

80 Enter the vendor contact information and the message. For example, a vendor could enter a message indicating they are looking for a sub-contractor for the solicitation Respond to a Solicitation Solicitation responses can be submitted online or mailed. The vendor will need to rely on the information/instructions contained in the solicitation as to whether the formal solicitation will be accepted online. Use the Response Options section within the Solicitation details to begin the online solicitation response or print the solicitation information for mailing the response. Online Response To respond to a solicitation online: Step 1: Click the Respond Online button in the Response Options section within the Solicitation details. The top of the response page includes a message indicating that the response has not been submitted. If more than one message displays, click the View All Details button to view all of the message details. If there is a question about the error message, click the Submit Question button. Enter the question in the Question about Error Messages window and click Submit or call (214) Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 80

81 Step 2: The My Online Response section includes the dynamic clock countdown until closing, the solicitation information, which can be minimized using the [ ] icon in the upper right corner. Use the tabs below the solicitation summary to enter the solicitation response information. The secondary navigation panel indicates where the vendor is in the solicitation response process. Step 3: In the Respond to Lines tab, enter the response for each commodity line. The dynamic data entry fields are based on the commodity line s Line Type. 3.9 Release CGI Technologies and Solutions Inc. Proprietary and Confidential Page 81