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

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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: The system-generated vendor identification number will default (no entry required). Do not attempt to change it. Enter the vendors point-of-contact. Enter the vendors phone number. Enter the vendor's toll-free number, if applicable. Enter the vendors fax number. Enter the vendors e-mail address, if known. Otherwise, leave blank. 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 Mailing Address Screen will appear.

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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 vendors 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

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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 vendors 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 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).
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CEC
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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). Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if applicable. Mark, if 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.

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Size of Business: Large Small Outside the U.S. Educational/Non-Profit None of Above Ownership: Woman Disadvantaged Both None of Above Ethnic Orientation: African American/Black Asian Hispanic or Latino Pacific Island/Hawaiian Native American Indian/Alaska Native Statuses: 8(a) Status JWOD (Javits-Wagner-ODay Act) Emerging Small Business Educational Institute Higher Educational Institute Historically Black College or University/Minority Institute Foreign Vendor American Indian Hospital State or Local Government Veteran/Disabled

Reference: FAR Part 19. The vendor is a large business. The vendor is independently owned and operated. The vendor is located outside the U.S. 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 the above applies. The vendor is at least 51% owned by women. The vendor is at least 51% owned by one or more individuals who are both socially and economically disadvantaged. The vendor can be classified as both woman-owned and disadvantaged. None of the above applies. The vendor is African American/Black. The vendor is Asian. The vendor is Hispanic or Latino. The vendor is a Pacific Island/Hawaiian native. The vendor is an American Indian/native Alaskan. The vendor is currently enrolled in the SBA 8(a) program. The vendor is a certified rehabilitation work center in association with NISH/NIB. 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. The vendor is an educational institution. The vendor is an institution of higher learning. The vendor is an historically black college, university, or minority institution. The vendor is from a country other than the U.S. The vendor is at least 51% owned by American Indian(s) or native Alaskan(s). The vendor is a hospital. The vendor is a state or local government. 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.

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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 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

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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 FSCs 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

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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.

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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 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 changes and close the New Vendor Tab Control Screen. Click on the Management Browser to return to the EAS Desktop. button to save button of the Vendor

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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.

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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 Click on the changes. button. EAS returns to the Vendor Management Screen. 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.

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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 A Vendor Deletion Comment Box will appear if "Yes" is selected.

button to cancel.)

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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.

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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.

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