VENDOR MANAGEMENT
Adding a Vendor File
Adding a Vendor File
Adding a Vendor File
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.
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: The system-generated vendor identification number will default (no entry required). Do not attempt to change it.
Point of Contact: Enter the vendor’s point-of-contact. Phone Number: Enter the vendor’s phone number.
Toll Free Number: Enter the vendor's toll-free number, if applicable. Fax Number: Enter the vendor’s fax number.
E-Mail Address: Enter the vendor’s 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 Mailing
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 vendor’s 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 button on the New Vendor Tab
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 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 vendor’s 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 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 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.
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 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.
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 may benefit 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 economically disadvantaged.
Both The vendor can be classified as both woman-owned and disadvantaged.
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-O’Day 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 the Standard 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 or
University/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 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
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.
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 FSC’s 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.)
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
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 button to save changes and close the New Vendor Tab Control Screen. Click on the button of the Vendor
Updating a Vendor File
Updating a Vendor File
Updating a Vendor File
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.
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 <Esc> key to return to the EAS Desktop without saving changes.
Deleting a Vendor File
Deleting a Vendor File
Deleting a Vendor File
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.
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 button to cancel.) A Vendor Deletion Comment Box will appear if "Yes" is selected.
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
Replacing a Vendor File
Replacing a Vendor File
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
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 button to start the vendor replacement or report creation process.
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.