1. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 1 DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT DLA Information Operations STORES Reconciliation Tool (RECON) Lanica Wisdom and Lou Milano

2. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 22 Overview Mismatches Report Vendor Responsibilities Important Facts Demo Agenda

3. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 33 Matches vendor invoices to customer receipts Provides vendors the opportunity to reconcile invoices that do not match customer receipts Allows for non-electronic invoices to be created Provides DLA Rep the opportunity to review mismatches What is the STORES RECON Tool?

4. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 44 Vendors – Two Types EDI vendors Submit invoice information via 810 invoice transaction Review receipt information from Customer Correct invoice mismatches Non-EDI vendors Create invoice using order Review receipt information from Customer Edit invoice Who uses the STORES RECON Tool?

5. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 55 Vendor Access – Must request account through STORES – Each Individual user must request own account – Must obtain an External Certificate Authority (ECA) Certificate – Provide cage codes and contract number in request form – May request an ECA waiver extension by submitting an Extension Request Form to their DLA Representative How do vendors gain access to STORES?

6. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 66 How do invoices flow through STORES

7. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 77 STORES Reconciliation Process Mismatched Invoices Vendor invoices before receipt Receipts without invoices Invoices without receipts Released to EBS after 90 days Vendor Invoices Customer Receipts Matches Mismatches Nightly batch Released to EBS after 90 days Released to EBS nightly Customer receipts before invoice Removed from tool after 15 days EBS

8. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 88 The STORES Reconciliation Tool

9. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 99 Quantity Unit price Extended unit price Stock number Invalid stock number CLIN CALL Purchase order number Invalid purchase order number Contract number Receipt line with no invoice Invoice line with no receipt Common Mismatch Reasons

10. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 10 View Invoice Information Report

11. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 11 Obtain a STORES RECON Tool account Obtain an ECA Contact DLA Rep when ECA certificate cannot be obtained Daily review of STORES RECON Tool activity Create invoice when required (Non-EDI Vendors only) Update invoice(s) based upon review of the invoice and delivery (signed delivery ticket is the authority) Contact DLA Rep when receipt appears to be incorrect Contact DLA Rep in the event the entire order was not filled or cancelled by customer Inform DLA Rep when their account requires a change (cage codes or inactivation) Vendor Responsibilities

12. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 12 General – Batch process at 6:00 pm Eastern Time – “Update pending” status means submitted but batch has not run Access is controlled by Vendor account cage code/contract links Un-Invoiced orders will remain for 180 days from order date (Non-EDI Vendors) Important Facts

13. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 13 Invoices lines that match to the receipt lines will be forwarded to EBS in the daily batch Only line(s) that have a mismatch or missing invoice or receipt will remain in the RECON Tool Mismatches will remain on the RECON Tool until the mismatched invoice or receipt is corrected or 90-day mismatches will be forwarded to EBS with two exceptions: Invalid PO number and Invalid stock number Important Facts

14. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 14 Questions

15. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 15 DEMO

16. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 16 Additional Slides

17. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 17 Create Invoices Designed as a result of DFAS restricting the use of paper invoices. Provides the means for non-EDI vendors to create and submit their invoices in STORES. When customers submit orders for non-EDI vendors, STORES puts a copy of the order in the ‘create invoice’ portion of the RECON Tool. Un-invoiced orders will remain on STORES for 180 days from order date. Access is controlled by user account cage code/contract links. When vendor shifts from non-EDI to EDI, orders created while non-EDI must be invoiced via ‘create invoice’ process. Designed as a result of DFAS restricting the use of paper invoices. Provides the means for non-EDI vendors to create and submit their invoices in STORES. When customers submit orders for non-EDI vendors, STORES puts a copy of the order in the ‘create invoice’ portion of the RECON Tool. Un-invoiced orders will remain on STORES for 180 days from order date. Access is controlled by user account cage code/contract links. When vendor shifts from non-EDI to EDI, orders created while non-EDI must be invoiced via ‘create invoice’ process.

18. WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 18 Non –EDI Vendor and the Create Invoice Process Non-EDI Vendor – Should review on a daily basis. – When order has been delivered, and, vendor has the signed delivery ticket, vendor should create and submit the invoice. – As the ‘create invoice’ is a copy of the order, the vendor is only permitted to change the quantity and unit price fields. – Mismatches are only due to quantity or unit price. – Should notify DLA Rep in the event the entire order was not/filled or cancelled. – Has the option to zero filled all lines on an invoice. Non-EDI Vendor – Should review on a daily basis. – When order has been delivered, and, vendor has the signed delivery ticket, vendor should create and submit the invoice. – As the ‘create invoice’ is a copy of the order, the vendor is only permitted to change the quantity and unit price fields. – Mismatches are only due to quantity or unit price. – Should notify DLA Rep in the event the entire order was not/filled or cancelled. – Has the option to zero filled all lines on an invoice.