project management form

7/30/2019 project management form

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EAS DESKTOP USERS GUIDE11/05/99 Page 1

Vendor Management Working Draft

VENDOR MANAGEMENT

Adding a Vendor FileAdding a Vendor FileAdding a Vendor FileAdding a Vendor File

EAS Desktop

At theEAS Desktop, click on the Vendor icon. Or, click on Researchfrom themenu bar, then select Vendorsand then select Vendor Profilesfrom the pull-down menusthat appear.

In either case, the Vendor Management Browserwill appear.

Vendor Management Browser


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Click on the new page icon at the top left of the screen. (Or click on Filein the topmenu and then select Newwhen the pull-down menu appears.) In either case, theNewVendor Tab Control Screenwill appear. Note that there are six tabs (resembling file foldertabs) at the top of the screen. Click on a tab to view that particular screen. TheAdminScreenis the default.

New Vendor Tab Control Screen

Admin Screen

Enter the requested information, making sure to after each entry.

ID Code: The system-generated vendor identification number will default (noentry required). Do not attempt to change it.

Point of Contact: Enter the vendors point-of-contact.Phone Number: Enter the vendors phone number.

Toll Free Number: Enter the vendor's toll-free number, if applicable.Fax Number: Enter the vendors fax number.E-Mail Address: Enter the vendors e-mail address, if known. Otherwise, leave blank.

Web Page Address: Enter the vendor's web page address, if known. Otherwise, leave blank.

Click on the button near the center right of the screen. The Vendor MailingAddress Screenwill appear.


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Vendor Mailing Address Screen

If the vendor's company address is outside the continental United States, click on the downarrow in the "Country" field and click the right-mouse button to choose the foreign countrycode.

NOTE: Enter the COMPANY name in the Name field.

Then, enter the vendors mailing address and press the key after each entry. Click

on the button to save work. If the vendor's payment address is the same as thevendor's mailing address,click on the Copy to Payment Addresscheck 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 Paymentradio button on theAdmin Screenand then on the Add Address"Button. When the VendorPayment Address Screenappears, complete the payment information

and then click the button.

Vendor Payment Address Screen

After both addresses are complete, click on the button on theNew Vendor TabControl Screen.


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NOTE: Clicking on the button saves information entered but stays on the current screen.

Clicking on the buttonsaves to the database and returns the Vendor Management Browser.At the top of theNewVendor Tab Control Screen, move to the Identification tab and click onit. The Identification Screenwill appear.

Identification Screen

Note that the vendors name now appears as the screen title.

Enter the requested information into the Identification Screenusing the information in thefollowing table as a guide.

Identification Info:Tax ID No Enter federal Tax Identification Number (TIN).Parent Co. Name Enter, if applicable.Parent Co. Tax ID Enter, if applicable.IRS 1099 Leave blank (not applicable).Employee ID No Leave blank (not applicable).

DUNS No Enter Data Universal Numbering System (DUNS)number from Dun and Bradstreet.DUNS Plus The DUNS Plus field can be used in conjunction with

the DUNS No field to identify divisions ororganizations within a single company. The data enteredinto this field does not default with the DUNS numberinto the FPDS reporting screens. This field is foridentification purposes and is optional.

CEC Leave blank (not applicable).


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Cage Code Leave blank (not applicable).Facility Code Leave blank (not applicable).

Type of Business:Manufacture or Producer Mark, if applicable.Service Establishment Mark, if applicable.Construction Concern Mark, if applicable.Research &Development Mark, if applicable.Surplus Dealer Mark, if applicable.Regular Dealer Mark, if applicable.

Corporate Status:Corporation Mark, if applicable.S-Corporation Mark, if applicable.Sole Proprietor Mark, if applicable.Partnership Mark, if applicable.None of the Above Mark, if applicable.

After entering the required information, click on the button. At the top of theNew

Vendor Tab Control Screen, click the FPDStab. The FPDS Screenwill appear.

FPDS Screen

Check the boxes that apply to the vendor. Use the information in the following table as aguide remembering to tab between screens.


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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 maybenefit 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 economicallydisadvantaged.

Both The vendor can be classified as both woman-owned anddisadvantaged.

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-ODay 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 theStandard 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 orUniversity/Minority Institute

The vendor is an historically black college, university, orminority 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 disabledveteran.

After checking the appropriate boxes for the vendor, click on the button. At thetop of theNew Vendor Tab Control Screen, click on the Product Service tab. The ProductService Screenwill appear.


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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 requestcreated for the award will automatically be written to the vendor FSC list if it does notalready exist.

2. Press the button. The FSC Search Browserwill appear. Highlight or search for

the desired code and press the button to add it to the vendor FSC list. Add asmany codes as desired.

FSC Search Browser


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The SIC code is only populated by pressing the button. When the SIC Search

Browserappears, highlight or search for the desired code and press the button to addit 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 thebutton.

NOTE: To expand search criteria, enter partial data preceded and/or followed by an asterisk (*) in theList FSCs Matching box. (For example, to search for FSC Codes beginning with 15--, enter 15* andthen click on the FSC Code title bar. The system lists all FSC codes beginning with 15. For descriptionsbeginning with Mech,enter Mech* and click on the FSC Description title bar. The system lists all FSCCodes beginning with Mech.)

FSC Search Browser


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At the top of theNew Vendor Tab Control Screen, click on the Payment tab. The PaymentScreenwill 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 theNew VendorTab Control Screen, click on the last tab (Additional Data). TheAdditional Data Screenwillappear.


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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 notchange 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 theNew Vendor Tab Control Screen. Click on the button of the VendorManagement Browserto return to theEAS Desktop.


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Updating a Vendor FileUpdating a Vendor FileUpdating a Vendor FileUpdating a Vendor File

At theEAS Desktop, click on the Vendor icon. Or, click on Researchfrom themenu bar, then select Vendorsand then select Vendor Profilesfrom the pull-down menusthat appear.

In either case, the Vendor Management Browserwill appear.


To search for a particular vendor, put cursor in the Begins field at the top right of thescreen.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 withthose words will appear on the screen.

Highlight the vendor to update (AAA Mailing Service in the example above) and thendouble click on it. The Vendor Tab Control Screenwill appear.


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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 button or the key to return to theEAS Desktop without savingchanges.

Deleting a Vendor FileDeleting a Vendor FileDeleting a Vendor FileDeleting a Vendor File

At theEAS Desktop, click on the Vendor icon. Or, click on Researchfrom themenu bar, then select Vendorsand "Vendor Profiles"from the pull-down menus. In eithercase, the Vendor Management Browserwill appear.

NOTE: Vendor deletion should be done when there are minimal users on the system as this process requiresvaluable system resources. DO NOT attempt to run this process during peak hours.


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To search for a particular vendor, put the cursor in the Begin field at the top right of thescreen.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 withthose 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, aprompt box confirms the deletion process. (If there are awards against the vendor, an EASmessage 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 Boxwill appear if "Yes" is selected.


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Vendor Deletion Comment Box

Enter in the reason for deleting the vendor and then click on the Finishbutton. EASreturns to the Vendor Management Screen. The vendor has been deleted.

Replacing a Vendor FileReplacing a Vendor FileReplacing a Vendor FileReplacing a Vendor File

At theEAS Desktop, click on the "Vendor" icon. Or, click on Researchfrom themenu bar, then select Vendorsand Vendor Profilesfrom the pull-down menus that appear.In either case, the Vendor Management Screencomes forward.

Vendor Management Screen

Click on Toolsfrom the menu bar, then select Replacefrom drop-down menu.


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Replace Vendor Screen

NOTE: Like the delete feature, the replace feature requires valuable system resources and should not be runwhen there are users on the system.

The Replace Vendor Screenis displayed. Use the button to add vendors to thereplacement list. All of the vendors added to this list will be replaced by a single vendorwhich 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 areport before updating the database.

After creating a list of vendors, click on the button to start the vendor replacementor report creation process.

Note: When electing to make changes to the database, the original vendor is not deleted. If the intent is todelete the vendor, use the vendor delete feature as described above.

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