Vendor Inquiry System

1. Vendor Inquiry System How To Create A New Account and Invoice Tutorial Notice: The information used in this tutorial does not contain any personally identifiable information. The accounts and invoices used are fictional and for training purposes only, they are not to be duplicated for any reason.

2. Introduction This is an update to the current online Vendor Inquiry System training material. In this tutorial we’ll cover: - How to create a new account - How to create a new invoice The buttons below will help you navigate through the pages: The Home button will take you back to the beginning The Arrow buttons will take you to the next or previous page The Return button will take you back to the last page you were on

3. Creating A New Account If you don’t require a new account, simply log on using your email and password

4. Creating A New Account If you require a new account, click here

5. Creating A New Account Fill in the information requested

6. Creating A New Account

7. Creating A New Account Fill in the information requested Do not include dashes in the tax ID Phone number must be in this format: (123) 456-7890 Once complete, submit your application

8. Creating A New Account Once you submit your application, this screen will appear.

9. Creating A New Invoice Once the Customer Support Help Desk approves your account, you can start creating invoices.

10. Creating A New Invoice When creating an invoice, only use the Tax ID from your original grant application.

11. Creating A New Invoice To create a new invoice, click the Invoice Processing tab.

12. Creating A New Invoice Click this button to open the new invoice page.

13. Creating A New Invoice The invoice management page allows you to view all invoices you’ve submitted, or invoices submitted under a specific ID if you’re using multiple vendor ID’s. (Vendor and Tax ID’s are the same number)

14. Creating A New Invoice You can choose to view current invoices being processed, or all invoices submitted under your Vendor/Tax ID.

15. Creating A New Invoice Once you input your Vendor/Tax ID, the system will display the invoices you’ve chosen.

16. Creating A New Invoice Clicking this tab will take you to the screen where you can create a new invoice.

17. Creating A New Invoice Community Providers should always select “No” since they’re not being paid for their service via Government credit card.

18. Creating A New Invoice Once you select your vendor/tax ID number, select the project code you’re billing under from the drop-down box.

19. Creating A New Invoice This screen will prompt you to fill in the required information. If the station you’re doing business with isn’t displayed in the drop down box, select “show all stations” and scroll until you find the one you’re looking for. Once you select your vendor/tax ID number, select the project code you’re billing under from the drop-down box.

20. Creating A New Invoice Once you select your vendor/tax ID number, select the project code you’re billing under from the drop-down box. The order number will be given to you by the purchasing agent when the order is placed and will have a letter and numerical format. Once that is filled in, click on Continue.

21. Creating A New Invoice Your information will be displayed here. Please enter your unique invoice number here. Your invoice number can be any number of your choosing that you use to identify your payments.

22. Creating A New Invoice If you would like to be informed of the status of your invoice, check this box to receive email updates. Community Providers will not be providing a discount for their services, so this should always be “none”

23. Creating A New Invoice The Shipping Cost, Order Date and Shipping Dates should be left blank. Enter the number of bed days, or Service Center hours in the Quantity block.

24. Creating A New Invoice Under Catalog Number, put the two-digit month and two-digit year. Example: June 2011 should look like 0611 In the Description block, state whether this service was provided at Transitional Housing, or a Service Center.

25. Creating A New Invoice Unit size is EA. The Unit Price is the authorized Per Diem for your area. (When inputting the amount, only use numbers and a period – No dollar ($) sign. Example: 562.96

26. Creating A New Invoice Once you’ve finished filling in the information, click the Add Line button so the system can compute the total amount. You must do this for every line you enter. The system will total the order for you. You can save your work without submitting, and return at anytime to complete it.

27. Creating A New Invoice Once the invoice is complete, click the submit button.

28. Creating A New Invoice If everything is correct, please click the Confirm button.  If there is an error, then please click the cancel button to go back and make corrections.

29. Creating A New Invoice This page shows your invoices and their status in the system. If you have more invoices to create, follow the same process. If you’re complete, you can simply exit the system.

30. Vendor Inquiry System Once you’ve submitted and confirmed your invoice, it will be electronically forwarded to your local Veterans Affairs Medical Center’s (VAMC) Control Point Official for review and approval.

31. Vendor Inquiry System Do not mail or Fax your voucher forms to the Veterans Affairs Financial Services Center in Austin, TX.

32. Vendor Inquiry System Grantee’s must still present their voucher and detailed daily census to their liaison each month until further notice.

33. Vendor Inquiry System We hope this tutorial was useful in helping you create a new account and invoice. If you have any questions please e-mail us at vafsccshd@va.gov or call 877-353-9791. Notice: The information used in this tutorial does not contain any personally identifiable information. The accounts and invoices used are fictional and for training purposes only, they are not to be duplicated for any reason.