Vendor Module

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Adding a New Vendor

View / Add / Edit / Delete a Vendor Contact

View / Add / Edit / Delete a Vendor Service

View / Add / Edit / Delete a Vendor Branch

View / Add / Edit / Delete a Vendor Item

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Adding New Vendor

1.     After logging into CMMS select the Vendor Module from the expanded Inventory selection.

2.     In the Vendor Module you will initially be in the “query” mode.  To enter a new vendor you first need to determine if the Vendor has a CAGE (Commercial And Government Entity) Code.  To determine if the vendor has a CAGE Code; click on the Tools menu as shown below and then click on the “Links” menu command.

3.     To look up a Vendor's CAGE Code; use the CAGE Code Lookup features under Tools; Links command as shown below.   There are two CAGE Code lookup tools under the Links command.  The first is the Government Business Identification Number Cross Reference System (BINCS).  The second tool is the Information Handling Systems (IHS) CAGE Code (DOD H4 / H8 Handbook) Lookup.  Boeing has an annual subscription service with IHS.  With either tool you enter the Vendors name and address or other information to find the Vendors CAGE Code.

4.     If the Vendor has a CAGE Code; go back to the Vendor screen and click the “New” or “Add”  icon button at the bottom of the screen to initialize entering a new Vendor in the database.   You must ensure that the Vendor does not have a CAGE Code.  If the Vendor does not have a CAGE Code then go to Stemp 5.  If the Vendor does have a CAGE code; then go to step 7 below.

5.     If the Vendor does not have a CAGE Code; the Vendor will be assigned a Boeing C-17 ATS program specific Vendor ID by the system automatically.  To accomplish this, click on the “Operations” menu; and then on the “New Vendor (Auto Number)” command.  A Vendor will be automatically assigned a Boeing C-17 ATS program Vendor ID.

Note:  It will automatically populate the Vendor ID field with the Boeing C-17 ATS program Vendor ID.

6.     Now that you have a vendor Cage Code or a Boeing C-17 ATS program generated Vendor ID you will need to address the mandatory fields.  For a vendor that does have a Cage Code all data will be available in BINCS or IHS when you retrieve the data.  If the vendor does not you will need to obtain the necessary data by phone book, website, etc. to get the Vendor’s address, city, postal (zip) code, county, phone number, fax number (if available), web site address, and email.   Clicking on the New or Add  icon will initialize the Vendor database to accept a new vendor.  Enter the Vendor’s CAGE Code or Boeing C-17 ATS assigned Vendor ID in the Vendor’s ID data field.

7.     Vendor Name.  Type the vendor name, and if the vendor has a DBA; please add that information in the Vendor Name description as shown below.

8.     The Vendor Address, City, State, Postal Code, Country, & Phone are mandatory fields.  The Vendors Country, Fax, Web Site and Email are options, however every effort should be made to obtain and enter this information.

9.     Contract #.  If Boeing has a contract with the vendor, use this field to note the contract number.

10.                        Accept CC.  Type “Yes” if they do accept a credit card or simply “No” if they do not.

11.                        Customer ID should be used if the vendor associates Boeing C-17 ATS with a particular number.

12.                        The Parent Company field is explained further down under the Branches Tab.

13.                        RMA Req.  - Vendor Return Material Authorization (RMA) – in many cases vendors and suppliers to the C-17 ATS program require that a RMA Form be completed prior to returning a defective item to the vendor / supplier.  In the Vendor module there are two data fields associated with Vendor RMAs.  The first data field “RMA Required” identifies whether the vendor / supplier has a requirement.  Enter “Yes” if the Vendor requires a RMA form be completed and submitted prior to shipping the defective item for repair.  Enter “No” if the vendor does not require a RMA.

14.                        RMA Form Avail.  - If the Vendor / Supplier does require an RMA Form with the return of a defective item; then the second data field RMA Form Available indicates whether the Vendor / Supplier RMA form is currently available from the C-17 ATS program’s RMA Form web site.  If the form is not available the vendor / supplier should be contacted in order to receive a RMA.  If a form is available see the steps below to access it.

Note:  The C-17 ATS vendor / supplier RMA Form web site can be accessed by either clicking on the link in the RMA Form Avail. data element title; and then clicking on the hyperlink to access the C-17 ATS RMA Form web page (as shown above), or can be accessed by clicking on the Tools menu; Links command as shown below.

Note:  Clicking on one of the hyperlinks in the C-17 ATS RMA Forms web page it will bring up that vendor’s / supplier’s RMA Form, or other data associated with that vendor’s / supplier’s RMA Form / Requirements.

Note:  Once you have saved the initial Vendor information, additional tabs will be available for recording information about that vendor / supplier.

Note:  The Vendor Items tab is connected to the Inventory / Purchasing modules and provides a listing of the types of items that the Vendor has or does provide to the program.   Vendor Items are associated with the Vendor module through the Inventory module by associating a Vendor with an item contained in the Inventory module.  See Adding a Material Item to Inventory.

15.                        Service Tab:  Shows all service code numbers for services that a vendor / supplier is capable of providing as a service.  For a part to be repaired it will need to be added to the “Services” tab for that specific vendor / supplier.  To view, add, edit, or delete a service select View / Add /Edit / Delete a Service for help.

16.                        Contact Tab: Stores the vendor/supplier contact information.  To view, add, edit, or delete a contact select View / Add /Edit / Delete a Contact for help.

17.                        Branches Tab:  Allows you to tie branches of a vendor/supplier together with a parent company.  To view, add, edit, or delete select View / Add / Edit / Delete a Branch.

View / Add / Edit / Delete a Contact

1.     On the main tab/screen enter in the Vendor ID or the Vendor Name or a part of either the Vendor ID or Name with a wildcard (%) as a part of the query criteria.

2.     Select the Contacts Tab.

a.     Once you’re in the Contacts screen you have the ability to view all contacts for that vendor/supplier.

b.     To add a contact to a vendor/supplier use the add  icon at the bottom of the page as shown below.

c.      The popup below will display.

d.     At a minimum enter the Name, Title, and at least one communication medium to reach the contact (i.e. phone, fax or email).

e.     Then select the save  icon.

3.     To edit an existing contact select the line for that contact and double click.

a.     Double clicking the contact line will popup the window on the right above and allows you to edit the record.

b.     Select the save  icon when complete.

4.     To Delete or remove a contact from the Vendor Contacts listing.

a.     Double click the contact line and in the contacts window select the delete  icon.

View / Add / Edit / Delete a Service

2.     Select the Services Tab.

a.     Once you’re in the Services screen you have the ability to view all services that vendor/supplier is currently set up to provide.

b.     To add a service to a vendor/supplier use the add  icon at the bottom of the page as shown below.

c.      The popup below will display.

d.     Enter the manufacture part number/ service code.  For Repairable Items or material items that require some type of servicing enter the manufacturer part number of the material item.  For pure services; enter the service code that the vendor/supplier uses to identify that particular service.

e.     If the service is for sustainment of a material item (i.e. a Repairable Item), use the description contained in the inventory module for that item or associated with the manufacture part number in the Inventory module.

f.       Enter the Vendor Part Number / Service code.   In many cases this may be different than the manufacturer part number or it might be the same.  Many vendor/suppliers use a vendor/supplier Standard Stock Number or Stock Keeping Unit (SKU) which is uniquely assigned to that item by the vendor/supplier for their internal management purposes.

g.     Enter the Unit.  For material items (i.e. Repairable items, etc.) the Unit should be each (EA.).  If the service is a pure service (i.e. HVAC servicing) the unit may be in hours, etc.  Determine from the vendor/supplier how they sell the service (e.g. repair of each; number of hours, etc.)

h.      Enter the Quoted and Last price when available.  See example below.  Prior to obtaining a service a cost quote should be obtained from the vendor/supplier and entered as the Quoted price.  If the service has been obtained from the vendor/supplier within the last 30 days you may be able to use it as the Last Price; however; a Quoted Price should be obtain every time a service is to be acquired since many vendors do not have or publish catalog prices for services.

i.        Then select the save  icon.

3.     To edit an existing service select the line for that service and double click the service line.

a.     Double clicking will popup the window on the right above which allows you to edit the vendor/supplier service information.

b.     Select the save  icon when complete.

4.     To delete or remove a service this is no longer used or available from the vendor/supplier;

a.     Double click service line and in the Edit Service Code window; the select the delete  icon.

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View / Add / Edit / Delete a Branch

1.     On the main tab/screen enter in the Vendor ID or the Vendor Name or a part of either the Vendor ID or Name with a wildcard (%) as a part of the query criteria of the sub-division or child component to a parent company.

2.     Select the Branches Tab.

3.     Once you’re in the Branches screen you have the ability to view all the relationships between a vendor/supplier and their parent company.  The Parent Company will always be at the top of the listing highlighted in white while the sub-divisions or child component parts of the parent company will always be listed below the parent and highlight in gray as shown in the example below.

4.     Adding a branch to a Parent Company is done from the Main screen / tab of the sub-division or child component part of the parent company.  In the sub-division vendor/supplier record:

a.     Enter the Parent Company designator (a.k.a. Parent Company Vendor ID) for the parent company as shown in the example below.

b.     The magnifying glass  icon can also be used to do a search and obtain the Parent Company designator (i.e. Vendor ID for Parent Company).  If the Parent Company information is not contained in the CMMS Vendor database you must add the Parent Company to the database first and then set the Parent Company designator for its related sub-divisions or child component parts.  See Adding a New Vendor.

c.      After identifying the Parent Company designator for a sub-division / child component part; select the save  icon on the Vendor main screen.

Once the Parent Company is entered and saved select the Branches tab to view the various sub-divisions / child component parts to a Parent Company.  This can be done from within any of the sub-division / child component part Vendor records or the parent company Vendor record.  The CMMS will always show a branch (i.e. sub-division or child component part) highlighted in grey and the parent company at the top of the list not highlighted (or highlighted in white) as in the example show below.

5.     To edit the Parent Company of a sub-division or child part; simply remove the Parent Company designator (i.e. Vendor ID) from the vendor/supplier sub-division main screen and enter in the new Parent Company designation for the sub-division or child part record.

a.     The magnifying glass  icon can also be used to do a search and obtain the new Parent Company designator.

b.     Then select the save  icon.

6.     To disassociate a vendor/supplier sub-division or child part from a Parent Company simply remove the Parent Company designator contained in the main screen of the vendor/supplier sub-division or child part Vendor record.

a.     Then select the save  icon.