Vendor Migrating Tutorial (EAS Desktop)

VENDOR MANAGEMENT Adding a Vendor File EAS Desktop At the EAS Desktop, click on the Vendor icon. Or, click on Research from the menu bar, then select Vendors and then select Vendor Profiles from the pull-down menus that appear. In either case, the Vendor Management Browser will appear. Vendor Management Browser 11/05/99 Page 1

Click on the new page icon at the top left of the screen. (Or click on File in the top menu and then select New when the pull-down menu appears.) In either case, the New Vendor Tab Control Screen will appear. Note that there are six tabs (resembling file folder tabs) at the top of the screen. Click on a tab to view that particular screen. The Admin Screen is the default. New Vendor Tab Control Screen Admin Screen Enter the requested information, making sure to <TAB> after each entry. ID Code: Point of Contact: Phone Number: Toll Free Number: Fax Number: E-Mail Address: Web Page Address: Click on the Address Screen will appear. The system-generated vendor identification number will default (no entry required). Do not attempt to change it. Enter the vendor s point-of-contact. Enter the vendor s phone number. Enter the vendor's toll-free number, if applicable. Enter the vendor s fax number. Enter the vendor s e-mail address, if known. Otherwise, leave blank. Enter the vendor's web page address, if known. Otherwise, leave blank. button near the center right of the screen. The Vendor Mailing 11/05/99 Page 2

Vendor Mailing Address Screen If the vendor's company address is outside the continental United States, click on the down arrow in the "Country" field and click the right-mouse button to choose the foreign country code. NOTE: Enter the COMPANY name in the Name field. Then, enter the vendor s mailing address and press the <TAB> key after each entry. Click on the button to save work. If the vendor's payment address is the same as the vendor's mailing address, click on the Copy to Payment Address check box. Then click on the button. If, however, the vendor's payment address is different than the vendor's mailing address, first click on the Payment radio button on the Admin Screen and then on the Add Address" Button. When the Vendor Payment Address Screen appears, complete the payment information and then click the button. Vendor Payment Address Screen After both addresses are complete, click on the Control Screen. button on the New Vendor Tab 11/05/99 Page 3

NOTE: Clicking on the Clicking on the button saves information entered but stays on the current screen. button saves to the database and returns the Vendor Management Browser. At the top of the New Vendor Tab Control Screen, move to the Identification tab and click on it. The Identification Screen will appear. Identification Screen Note that the vendor s name now appears as the screen title. Enter the requested information into the Identification Screen using the information in the following table as a guide. Identification Info: Tax ID No Parent Co. Name Parent Co. Tax ID IRS 1099 Employee ID No DUNS No DUNS Plus CEC Enter federal Tax Identification Number (TIN). Enter, if applicable. Enter, if applicable. Leave blank (not applicable). Leave blank (not applicable). Enter Data Universal Numbering System (DUNS) number from Dun and Bradstreet. The DUNS Plus field can be used in conjunction with the DUNS No field to identify divisions or organizations within a single company. The data entered into this field does not default with the DUNS number into the FPDS reporting screens. This field is for identification purposes and is optional. Leave blank (not applicable). 11/05/99 Page 4

Cage Code Facility Code Type of Business: Manufacture or Producer Service Establishment Construction Concern Research &Development Surplus Dealer Regular Dealer Corporate Status: Corporation S-Corporation Sole Proprietor Partnership None of the Above Leave blank (not applicable). Leave blank (not applicable). After entering the required information, click on the button. At the top of the New Vendor Tab Control Screen, click the FPDS tab. The FPDS Screen will appear. FPDS Screen Check the boxes that apply to the vendor. Use the information in the following table as a guide remembering to tab between screens. 11/05/99 Page 5

Size of Business: Reference: FAR Part 19. Large The vendor is a large business. Small The vendor is independently owned and operated. Outside the U.S. The vendor is located outside the U.S. Educational/Non-Profit The vendor is an educational institution or any entity not organized for profit. No part of its net earnings may benefit any private shareholder or individual. None of Above None of the above applies. Ownership: Woman The vendor is at least 51% owned by women. Disadvantaged The vendor is at least 51% owned by one or more individuals who are both socially and economically disadvantaged. Both The vendor can be classified as both woman-owned and disadvantaged. None of Above None of the above applies. Ethnic Orientation: African American/Black The vendor is African American/Black. Asian The vendor is Asian. Hispanic or Latino The vendor is Hispanic or Latino. Pacific Island/Hawaiian Native The vendor is a Pacific Island/Hawaiian native. American Indian/Alaska Native The vendor is an American Indian/native Alaskan. Statuses: 8(a) Status The vendor is currently enrolled in the SBA 8(a) program. JWOD (Javits-Wagner-O Day Act) The vendor is a certified rehabilitation work center in association with NISH/NIB. Emerging Small Business The vendor is a small business whose size is less than 50% of the numerical size standard applicable to the Standard Industrial Classification (SIC) code. Educational Institute The vendor is an educational institution. Higher Educational Institute The vendor is an institution of higher learning. Historically Black College or University/Minority Institute The vendor is an historically black college, university, or minority institution. Foreign Vendor The vendor is from a country other than the U.S. American Indian The vendor is at least 51% owned by American Indian(s) or native Alaskan(s). Hospital The vendor is a hospital. State or Local Government The vendor is a state or local government. Veteran/Disabled The vendor is a veteran of the Armed Forces. Check the appropriate box if he/she is a Vietnam or disabled veteran. After checking the appropriate boxes for the vendor, click on the button. At the top of the New Vendor Tab Control Screen, click on the Product Service tab. The Product Service Screen will appear. 11/05/99 Page 6

Product Service Screen There are two ways the FSC/PSC list is populated: 1. Whenever this vendor is associated with an award, the PSC from the purchase request created for the award will automatically be written to the vendor FSC list if it does not already exist. 2. Press the button. The FSC Search Browser will appear. Highlight or search for the desired code and press the button to add it to the vendor FSC list. Add as many codes as desired. FSC Search Browser 11/05/99 Page 7

The SIC code is only populated by pressing the button. When the SIC Search Browser appears, highlight or search for the desired code and press the button to add it to the vendor SIC list. Add as many codes as desired. Search SIC Browser If the screen information is incorrect in either field, change it by highlighting the incorrect code and then pressing the button. Then enter new information by again pressing the button on the Product Service Screen. Continue this process until all applicable FSC and SIC Codes for the purchased products have been selected. Click on the button. NOTE: To expand search criteria, enter partial data preceded and/or followed by an asterisk (*) in the List FSC s Matching box. (For example, to search for FSC Codes beginning with 15--, enter 15* and then click on the FSC Code title bar. The system lists all FSC codes beginning with 15. For descriptions beginning with Mech, enter Mech* and click on the FSC Description title bar. The system lists all FSC Codes beginning with Mech.) FSC Search Browser 11/05/99 Page 8

At the top of the New Vendor Tab Control Screen, click on the Payment tab. The Payment Screen will appear. Payment Screen Enter all available information. (Fields can be left blank if the information is unknown or inapplicable.) When finished, click on the button. At the top of the New Vendor Tab Control Screen, click on the last tab ( Additional Data ). The Additional Data Screen will appear. 11/05/99 Page 9

Additional Data Screen Note that the "Vendor Status" field defaults to one of four possibilities: "Active, "Suspended, "Debarred, or "Unsatisfactory. Active status is by far the most common. Also, two dates default: "Last Award/Solicitation" and "SF 129/Last Update." Do not change either of them. Enter any information about the vendor or the contract which may prove useful to a contracting agent in the future. When finished, click on the button to save changes and close the New Vendor Tab Control Screen. Click on the button of the Vendor Management Browser to return to the EAS Desktop. 11/05/99 Page 10

Updating a Vendor File At the EAS Desktop, click on the Vendor icon. Or, click on Research from the menu bar, then select Vendors and then select Vendor Profiles from the pull-down menus that appear. In either case, the Vendor Management Browser will appear. Vendor Management Browser To search for a particular vendor, put cursor in the Begins field at the top right of the screen. Type in the first word or words in the name of the chosen vendor ( AA in example above), and then click on the filter icon to the right. Vendors whose names begin with those words will appear on the screen. Highlight the vendor to update ( AAA Mailing Service in the example above) and then double click on it. The Vendor Tab Control Screen will appear. 11/05/99 Page 11

Vendor Tab Control Screen Admin Screen Select the tabs for the screens where information needs updating and make the desired additions or changes on those screens. After update is complete, click on the button and then the button. EAS returns to the Vendor Management Screen. Click on the changes. button or the <Esc> key to return to the EAS Desktop without saving Deleting a Vendor File At the EAS Desktop, click on the Vendor icon. Or, click on Research from the menu bar, then select Vendors and "Vendor Profiles" from the pull-down menus. In either case, the Vendor Management Browser will appear. NOTE: Vendor deletion should be done when there are minimal users on the system as this process requires valuable system resources. DO NOT attempt to run this process during peak hours. 11/05/99 Page 12

Vendor Management Browser To search for a particular vendor, put the cursor in the Begin field at the top right of the screen. Type in the first word or words in the name of the chosen vendor ( AA in example above), and then click on the filter icon to the right. Vendors whose names begin with those words will appear on the screen. Highlight the vendor wanted ( AA VisionQuest Enterprises in example above) and then click on the "Delete" icon in the top menu. If there are no awards against this vendor, a prompt box confirms the deletion process. (If there are awards against the vendor, an EAS message appears and EAS prevents deleting this vendor.) Confirm Prompt Screen Click the button to continue the deletion process (or the button to cancel.) A Vendor Deletion Comment Box will appear if "Yes" is selected. 11/05/99 Page 13

Vendor Deletion Comment Box Enter in the reason for deleting the vendor and then click on the Finish button. EAS returns to the Vendor Management Screen. The vendor has been deleted. Replacing a Vendor File At the EAS Desktop, click on the "Vendor" icon. Or, click on Research from the menu bar, then select Vendors and Vendor Profiles from the pull-down menus that appear. In either case, the Vendor Management Screen comes forward. Vendor Management Screen Click on Tools from the menu bar, then select Replace from drop-down menu. 11/05/99 Page 14

Replace Vendor Screen NOTE: Like the delete feature, the replace feature requires valuable system resources and should not be run when there are users on the system. The Replace Vendor Screen is displayed. Use the button to add vendors to the replacement list. All of the vendors added to this list will be replaced by a single vendor which is entered in the Replacement Vendor block. If a vendor is added in error, simply delete the vendor from the list by using the button. There is an option to create a report before updating the database. After creating a list of vendors, click on the or report creation process. button to start the vendor replacement Note: When electing to make changes to the database, the original vendor is not deleted. If the intent is to delete the vendor, use the vendor delete feature as described above. 11/05/99 Page 15