Ordering Fuel Using the Enterprise External Business Portal (EEBP)

Transcription

1 DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY Ordering Fuel Using the Enterprise External Business Portal (EEBP) April 30, 2017

2 EEBP Access Topics of instruction for Customer Direct Sales Order Creating a Sales Order: Long Term Contract process (DD-1155 s) Creating a Sales Order: One Time Buy process (DD-1149 s) Modification: Change, Close, Cancel a Customer Direct Sales Order (SF-30 s) Topics of discussion Defense Internet Bidding Board (DiBBs) Reconciliation of Customer Direct Sales Orders DLA Support - Customer Account Specialist 2

3 EEBP Registration Access Register via the Account Management Provisioning System (AMPS) Create a User Profile Submit a SAAR request for the Ordering Role JD-2200 EEBP Access Registered Users EEBP Login link: Once registered Users are encouraged to log in at least once every 45 days to ensure accounts are functioning and to avoid account suspension due to lack of use Validation of contract data elements is critical. Users should ensure contracting data elements are correct prior to placing orders 3

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5 EEBP Credentials Common Access Card/PKI Certificates The user is prompted to select a certificate. Either certificate can be selected PKI Certificates are not supported at this time. PKI Users should use the UserID & Password option UserID & Password Same UserID & Password used in AMPS registration process 5

6 Common Access Card UserID & Password 6

7 EEBP Portal Welcome Select Energy Tab 7

8 EEBP Order Maintenance & Display Select Order Create/Change to load the Open Contracts 8

9 Close Open Orders Tool to assist Order officials with reconciling the location account User should reconcile with the WAWF Acceptor for status of invoices 9

10 Creating a Sales Order: Long Term Contract process (DD-1155 s) Select the Contract/CLIN & Product associated with the correct Delivery location Select Create Order to open a Sales order form 10

11 EEBP Order Create Pop-up Please Enter Order Date, this will be the current date NOT date of delivery. Select OK to continue to open a Sales order form 11

12 Steps Signal Code Fund Code Use Code QTY Del Dates Comments Create Order 12

13 Signal Code A standard system billing; B or J activates Supplemental Billing DODAAC, User must supply the DODAAC at time of ordering Fund Code XP all Civil/Federal Agencies; DOD follow appropriate local guidance Quantity (Customer UoM) Enter QTY in relation to Unit of Measure 13

14 Del Start/End Dates Use the same Start and End date for a required delivery day If Delivery can be made within a period of time, enter the Start Date and the last day as the End Date Note: Vendors are not considered late until the End Date close of business. Customers should notify the DLA Customer Account Specialist to report missed shipments 14

15 Notes/Comments This is the User opportunity to provide instruction to the Vendor/Driver making the shipment At a minimum, always include a Name and Telephone of someone at the actual delivery location. In the event a Vendor has difficulties, the information is used to attempt to reach out to the delivery location The order form s notes is NOT used to make changes to contract data elements, i.e., change/add/mix products or services; delivery addresses; etc. 15

16 Confirm the Sales Order creation A confirmation pop-up will appear, select Yes User will be taken back to the EEBP Order Maintenance & Display screen Confirming the Sales Order Number Thank you message will contain the SO number at the top of screen Locate the SO number in the existing order view Document the DLA PR Number Document the Status Document the Delivery Order Number 16

17 Delivery Order Numbers - Authorizes Vendors to make shipment - Used in irapt/wawf as part of payment process Status - Ordered DD-1155 ready in DiBBs - Pending if greater then 24hrs contact CAS DLA Sales Orders - Only seen in EEBP, used by DLA to track history DLA PR Number - Important to track status of OTB orders (DD-1149 s) 17

18 Creating a Sales Order: One Time Buy process (DD-1149 s) Orders should be placed at least 7 Business days prior to the delivery Start Date Select the Other Items Not Under Contract button 18

19 TSW Locations & Material Not Under Contract Select the TSW Location associated with the correct TSW Material (product) Select Generate Order Request to open a Sales order form 19

20 One Time Buy Steps EEBP Order Create Pop-up Same Order Form Steps Confirm the Sales Order Creation Confirm the Sales Order Number Confirm the DLA PR Number Confirm the Status PR Pending Contact DLA CAS two business days from Delivery Start date to confirm DD-1149 if not received 20

21 One Time Buy process (DD-1149 s) continued Is not an automated process. Customer should make sure to enter orders into EEBP within 7 business days at a minimum. Peak seasons (holidays, emergency weather conditions) impact Vendor availability A DLA Contracting Officer solicits the requirement for award and is the finial authority The DLA CAS is the point of contact to inquire about status of request Customers are highly encouraged to request status at least two business days from Delivery Start date & confirm the DD-1149 if not received 21

22 Modification: Change, Close, Cancel a Customer Direct Sales Why Change? Realize too little or too much QTY is ordered Delivery dates incorrect Received delivery and need to reconcile to close the order Why Cancel? Order not needed Original order failed and/or recreated a replacement order 22

23 Modification: Changing No Goods Receipt (GR) Posted No Delivery has been made or no invoice has been accepted in irapt/wawf system Step 1: Select the Contract/CLIN & Product associated with order 23

24 Modification: Changing No Goods Receipt (GR) Posted Step 2: Navigate to the bottom half of the screen to view the list of created sales orders Step 3: Select the corresponding Sales Order to be modified Step 4: Click Display/Modify Existing Order button 24

25 Modification: Changing No Goods Receipt (GR) Posted Step 5: The Sales form will reopen GR Quantity must reflect Modifiable Quantity enter the desired QTY Delivery Dates change dates Notes Enter notes concerning the change Step 6: Click Change Order button Step 7: Verify the changes 25

26 Modification: Changing No Goods Receipt (GR) Posted Fields are locked. Any required changes to fields would require the SO to be canceled and recreated Verify GR QTY is Enter Modify QTY Enter Start/End Dates Enter Notes 26

27 Modification: Changing Goods Receipt (GR) Posted An invoice has been successfully accepted in irapt/wawf system Step 1: Select the Contract/CLIN & Product associated with order Step 2: Navigate to the bottom half of the screen to view the list of created sales orders Step 3: Select the corresponding Sales Order to be modified Step 4: Click Display/Modify Existing Order button Step 5: The Sales form will reopen GR Quantity must reflect the total of all invoices accepted in irapt/wawf 27

28 Modification: Changing Goods Receipt (GR) Posted Step 6: Adjusting the Modifiable Quantity To increase: Remaining Original Ordered Quantity + Quantity Required to Cover Additional Shipment(s) To decrease: Remaining Original Ordered Quantity - Quantity Required to Reduce Shipment(s) Step 7: Notes Enter notes concerning the change Step 8: Click Change Order button Step 9: Verify the changes 28

29 Modification: Changing Goods Receipt (GR) Posted Verify GR QTY is correct Enter modified QTY Enter Start/End Dates Enter Notes 29

30 Modification: Cancel a Customer Direct Sales Step 1: Open desired Sales Order Step 2: Verify the GR Quantity No GR posted Cancel Order or Cancel Open Order Quantity displayed GR posted Cancel Open Order Quantity displayed Step 3: Select the checkbox WARNING: Once the cancel checkbox is used, the order will no longer be modifiable. Any change will require a new Sales Order to be created and referenced back to the original order in the notes 30

31 Modification: Cancel a Customer Direct Sales Step 4: Enter notes 31

32 Modification Orders (SF-30 s) What is it? SF-30 s are records that document changes to the original Sales Order; each modification in EEBP creates an SF-30 SF-30 s notify Vendors of requested changes prior to both delivery and in some cases, assist the Vendor s Invoicing process SF-30 s offer irapt/wawf officials a clear understanding of the status of a delivery prior to performing an Acceptance or Rejection of invoices in the payment process 32

33 Modification Orders (SF-30 s) continued Why should you care? SF-30 s are a legal document of changes. They allow any official a clear status of delivery DLA will often use these to resolve issues in the O2C process without interruption to the Customer Vendors can use SF-30 s to update its dispatch/scheduling operations & evidence of delivery for Invoicing purposes BLUF: It eliminates confusion when properly initiated and submitted in a timely fashion 33

34 Discussion: Defense Internet Bidding Board (DiBBs) What is it? Temporary Document Repository customer can use to retrieve copies of DD-forms 1155 s, 1149 s and SF-30 s Vendors also retrieve notices of awards and various other contract information How do I get access? IT S FREE!!! Customers simply need a valid Delivery Order/Contract or PR Number from EEBP to use Visit: Contact DLA CAS for detailed instructions on use 34

35 Discussion: Defense Internet Bidding Board (DiBBs) Why should I care? Documentation & Records keeping My Vendor never received the delivery notice. You can send the Vendor the DD-1155 as authorization to deliver Was my OTB awarded and to whom? Look up the PR number and get the DD-1149 Did my MOD (SF-30) go through? Look up the Delivery Order Number and view the SF-30 s 35

36 Discussion: Defense Internet Bidding Board (DiBBs) continued Wait, you did say temporary, so how long do records last? 180 day,s after which you will need to contact a DLA CAS to retrieve the records My documents aren t there! LTC SO: ensure status in EEBP is, Ordered OTB SO: The PR may not have been awarded or Contracting officer has not released the contract; contact DLA CAS for assistance Ensure there was no typo in the search criteria 36

37 Discussion: Reconciliation of Customer Direct Sales Orders How do I reconcile? EEBP Open Orders Display EEBP Existing Orders display DiBBs Modifications Orders (SF-30) irapt/wawf Acceptor DLA Customer Account Specialist (CAS) 37

38 Discussion: Reconciliation of Customer Direct Sales Orders Why should I care? Contract/CLINs maximum lift QTY Inaccurate invoicing (WAWF) Penalty Fees for late payments (WAWF) Loss of Vendor support Agency payment complications (Billing/SF-1080 s) Account suspension 38

39 Discussion: DLA Support Customer Account Specialist What is a CAS? Customer facing point of contact into DLA Energy supporting Customer Direct orders, Requirements & Contracting actions What can they do for me? Validates Requirements for goods/services provided through DLA Energy Assist customer in resolution of orders & billing issues Offers training and limited technical support to customers 39

40 Discussion: DLA Support Customer Account Specialist Why is a CAS calling or ing? The CAS monitors a variety of reports behind the scene to detect problems and advise customers Investigates to implement resolution of issues Solicits information for customer feedback or advertise new improvements or changes to system details Validation of Requirements or changes to Contact data elements DLA Energy Customer Account Specialist: DLAENERGYCUSACCTSPEC@dla.mil 40

41 QUESTIONS? 41