1. Defense Commissary Agency (DeCA) American Logistics Association (ALA)
Vendor Portal Training Summary and Learning Opportunities
May 16-17, 2018

2. Vendor Portal Training Overview
On-Site Training Summary
DeCA has provided on-site training for Vendor Portal at HQ, DeCA, Ft. Lee, VA.
To date, 133 individuals have participated in the training
A total of 20 classroom sessions have been provided
All participants were on-boarded into Vendor Portal after training completion
To date 2,038 Vendor Portal login(s) have been sent to DeCA vendors

3. Training Materials Summary
To date DeCA has provided the following Training References and Materials:
Vendor Portal Reference Materials
Vendor Portal Onsite Training Slides
Vendor Portal Reference Guide
Vendor Portal Reference Guide for Scan-Based Promotional Agreements
Vendor Portal FAQs
Quick Tips
Import Screens and Cost Zones
How to Establish a Base Cost in Cost Zone 99
How to View Historical Cost and Historical Item Adjustments

4. Web Based Training Modules
Web Based Training (WBT) Summary
Four (4) Vendor Portal WBT Modules were posted on Commissaries.com as an alternative to on-site training for vendors unable to travel to Fort Lee.
Below is a summary of the number of “Views” captured on YouTube for each module:
Web Based Training Modules
Length
Views
Module 1 – Introduction to Vendor Portal
29 Minutes
1,596
Module 2 – Cost Changes in Vendor Portal
24 Minutes
1,028
Module 3 – Item Adjustments in Vendor Portal
30 Minutes
456
Scan-Based Promotions (Launched 04/24/2018)
16 Minutes 39
Total
3,119

5. Vendor Portal Training Evaluations
83% Excellent
12% Very Good

6. Vendor Portal Training Evaluations
Change Management

7. Vendor Portal Training Comments
General Comments
Good class. It was great to have individual help.
The hands on exercises were simple and taught what we need to know. Thanks.
GREAT JOB!!!
Excellent pace & information!
Thank you! Very informative.
Great training - good amount of teaching and practice. Thank you!
Well done, with the size of the group. The exercises are very important to provide familiarity.
Good practical exercises.
Couldn't have asked for any better training - even a "non-techno" could understand!
Only thing I would suggest is notifying people that they can print the deck to bring with them and take notes on.

8. Vendor Portal Learning Opportunities
Cost Zones
Cost Zone 99 – applies adjustment to all Cost Zones (worldwide) and should be used for Non-Negotiated Promotions only (Adjustment Code 1).
Do not use Cost Zone 99 when offering a negotiated promotion because Cost Zone 99 is to be used for non-negotiated promotions only.
When a cost change is submitted with Cost Zone 99, previous costs in ALL cost zones will end. If you need different costs reflected in different cost zones after importing Cost Zone 99, you must then re-enter them in the applicable cost zones.
When using Cost Zone 99 for a non-negotiated TPR (Adjustment Code 1), ensure the adjustment is meant to be applied World Wide.
Presenter: Mr. Darrell Clary

9. Vendor Portal Learning Opportunities
Cost Zones (cont’d)
Cost Zone 999 – applies adjustments to the 48 states in the continental US (Not Alaska and Hawaii) and should be used for Negotiated Promotions (Adjustment Codes 2 and 10). Alaska and Hawaii Cost Zones can be added if applicable.
Cost Zone 999 is to be used for adjustments only. Avoid using Cost Zone 999 for cost changes because the system will not process the transaction.
Presenter: Mr. Darrell Clary

10. Vendor Portal Learning Opportunities
Negotiated Promotions/Adjustments
Non-EDI vendors cannot present Manager’s Specials (Adjustment Code 10) in Vendor Portal until Bill Back Manager is deployed. Instead, Non-EDI vendors should submit an Adjustment Code 1 for Non-negotiated offers and Adjustment Code 2 for Negotiated offers (Power Buys on the National Promotional Package).
Avoid using Cost Zones 11 (Europe), 22 and 23 (Alaska and Hawaii), and 24 (Pacific OCONUS) when presenting a Manager’s Special (Adjustment Code 10) Negotiated Promotion. You can use the vendor’s comment field and state Manager’s Special will be supported by a local VCM for HI, AK, EU, and PAC.
Avoid using Cost Zone 11 (Europe) and Cost Zone 24 (Pacific OCONUS) when presenting a Negotiated Promotion. Instead use the vendor comment field to state that a “Local VCM will be used to support if item is accepted into the promotion”.
Presenter: Ms. Barbara Merriweather

11. Vendor Portal Learning Opportunities
Non-EDI Vendors
Remember, all costs and adjustments must be entered by the CASE amount.
This has been a reoccurring problem as the Web-Pricing vendors transitioned over to Vendor Portal.
Ensure Promotional Adjustments are entered as the amount off the base cost; not off of the new promotional cost.
Presenter: Mr. Larry Peck

12. Vendor Portal Learning Opportunities
Non-EDI Vendors (cont’d)

13. Vendor Portal Learning Opportunities
Non-EDI Vendors (cont’d)

14. Vendor Portal Learning Opportunities
Things to remember when submitting cost and adjustments
Clarification on how Recoup/Gross margin is applied and when in the process of calculation of price it occurs:
Retail Price = Cost from the vendor + Recoup/Gross Margin - Adjustments
Recoup is calculation using Base cost prior to any adjustments
When submitting a new cost do NOT submit an End Date when submitting through the Vendor Portal.
When submitting Negotiated Promotions please reference the current Event Calendar published in DeCA’s Notices to the Trade to ensure correct dates are submitted.
Your offer may be refused if the dates are not correct because this creates bill paying issues.
Manager’s Specials dates should reflect the Display Dates + one additional week.
Presenter: Mr. Brian Myrick

15. Vendor Portal Learning Opportunities
How to Submit Line Extension with Your Promotional Offer
If you choose to extend your offer across a line of like items and the Primary Item is selected for the promotional package then the offer should include the line extensions.
Use the comments field to indicate which items are suggested as Primary off- shelf display items and include in the comments of the line extension “this offer is only good if Primary item is Picked up” or “Line extension”.
Presenter: Ms. Rena Dial

16. CPI Vendors and Promotional Offers
Vendor Portal Learning Opportunities
CPI Vendors and Promotional Offers
If a Promotional Offer is intended to be one that is included as part of the original CPI agreement and the vendor would like to include Suggested Price Point
Example: Category X, item UPC # XXXXXXXXXX, Item/Brand Description, DeCA Invoice Cost 13.35, Cost Zone WW, Will be promoted on a quarterly basis with the rest of the brand
CPI quarterly agreed promotion commitment enter in remarks column (Vendor Portal)
Presenter: Mr. LaRue Smith

17. Vendor Portal Learning Opportunities
OTBs, Shippers, Pallets, and Club-Packs Submissions
The following Promotional Types require the use of the DeCAF and DeCAF presentation forms until Vendor Portal Phase II:
Deal of the Week (Hot Deals)
Display Shippers
Pallet Shippers
One-time Buys, Holiday/Seasonal Items
Club-Packs
Do not submit via EDI or Vendor Portal
Submitting the above promotional types in EDI or Vendor Portal creates a risk of double adjustments. DeCA’s Promotional Team will review the DeCAF forms for overlapping offers and after correction will enter the items into the Promotional Package.
Presenter: Mr. James Taylor

18. Vendor Portal Learning Opportunities
Standardization of Promotional Costs
DeCA requests that vendors standardize their promotional cost submissions in the following manner:
Submissions should be submitted with a base cost and an adjustment to reach the promotional cost.
Example: Club-Pack ABC has $10.00 Base Cost with $3.00 Adjustment producing a $7.00 promotion cost offered to DeCA.
Your assistance in this area will promote DeCA’s effectiveness in selecting the right product assortment in each promotional package and will improve our ability to achieve meaningful analytics.
Presenter: Mr. James Taylor

19. Vendor Portal Learning Opportunities
Open Discussion

20. Vendor Portal Learning Opportunities
What you, the Vendors, have been asking for is now available on Vendor Portal!
Vendor Portal now gives you the ability to see Costs and Off-Invoice Adjustments all on the same screen. In Vendor Portal, the new Vendor Net Cost module allows you to view the Current Cost and Net Cost of an item plus adjustments all on one screen.

21. Vendor Portal Learning Opportunities
Vendor Portal>Vendor Net Cost Module
The new Net Cost Module is a View Only screen.
Shows Net Unit Cost and Current Unit Cost on same screen.
Easy to use filtering by UPC/EAN, Cost Zone, Adjustment Code, Start or End Date, or Store ID.
Note: The only available Staged Status filter is Applied.
Data can be exported to a PDF, CSV (Comma delimited), or CSV (Comma delimited, unformatted) files

22. Vendor Portal Learning Opportunities
Vendor Portal>Vendor Net Cost Module 6
Data Fields
UPC EAN
Cost Zone
Store ID
Net Unit Cost
Current Unit Cost
Adjustment Code
Adj. Description
Start Date
End Date
Event
Select Vendor Net Cost module
Filters provided
Default filters (already added to filter bar)
Data columns (click column name to sort by that column)
Export button (PDF, CSV, and CSV unformatted)
6. Show Historical Button

23. Need Help? Vendor Portal Learning Opportunities
Check out commissaries.com for updates to the Vendor Reference Guide and new Notice to Trade (NTT)
Contact the EBS Vendor Portal Help Desk
and enter PIN 7780