CMS Virtual Warehouse Producer/Supplier
Contents
1. D oo7sss76 08 wreoos zos NO SFRAME O Z OO O O eorsasssoz Jane zos osram OC OCO O O OOO Q eorezoswos wzogos zess osram C O o O pm Eun 99996481 000 H Sai oo E a o o a o o a p 99999999 000 HIE uq ur o a a o a a o oa a GH TEZ4CERTOOS672 20 B 28 2009 270256 ERFILT TRENCH TYPE B 4 For either CMS or SITEMANAGER samples click the D button to view the detailed information about individual lines in the inventory Last Updated May 08 2012 Page 22 Virtual Warehouse Produce Supplier Manual 5 Click the button to close the detailed line information Note If you click near the bottom of the screen the information expands below the bottom of the screen Scroll down to view the information Sending Shipments Whenever you need to ship materials you need to create a new shipment from your current inventory The first step of this process is to confirm you have enough of the material in your inventory according to Virtual Warehouse NOTE CMS and SITEMANAGER materials are not interchangeable If the project is using the CMS system only CMS samples can be used If you ship material to a SITEMANAGER project only SITEMANAGER samples can be used oteps for adding and shipping inventory are detailed in the sections below Adding Inventory You cannot add material to your inventory Materials are added when OMM creates a Sample ID for your company Call OMM2. Last Updated May 08 2012 Page 4 Virtual Warehouse Produce Supplier Manual Contact Information If you need to contact someone at OMM about specific issues related to Virtual Warehouse materials process use the correct contact in the table below Material Contact Phone Number Type of Questions Prestress Precast amp Concrete Klaire Mason 614 275 1324 Concrete Pipe Hot A lied Joint Asphalt Jim Jenkins 614 275 1380 PP Sealer Chemical Randy Davis 614 275 1389 Paint amp Glass Beads Grass Seed Jeff Chandler 614 466 4082 Steel Bridge Members Traffic Items Mark Winkfield 614 275 1319 Nuts Bolts Washers amp Reinforcing Steel VW Structural Steel Personnel at OMM cannot solve technical issues of the program not running or system down issues of the VW software system Contact the ODOT Help Desk at 614 466 4978 Objectives of the System The primary objectives of the Virtual Warehouse system are to 1 2 3 Provide information about project materials Allow shipment of materials to project sites and provide electronic documentation Allow shipment of materials to other producers or suppliers P S and electronically document those shipments Transfer Allow shipment of materials to a Local Project Assistance LPA project and provide documentation Allow shipment of materials to non state projects and provide documentation Provide a method of inventory and control fo
3. FIRST NAME LAST NAME MIDDLE INITIAL PHONE NUMBER All form fields except phone number extension and middle initial are required 2 Inthe Add New Account Information section of the screen type the email address of the user in the Email Address Username field 3 Type the First Name of the user 4 Type the Last Name of the user 5 Optional Type the Middle Initial of the user 6 Type the phone number and extension of the new user in the Phone Number field The extension is optional 7 Press Submit The system sends an automated email response to the email address you entered which contains the username an initial password and directions for logging into Virtual Warehouse If you do not receive an email within a timely manner call the ODOT help desk to get your password information 614 466 4978 Last Updated May 08 2012 Page 16 Virtual Warehouse Produce Supplier Manual Activate Deactivate Accounts To activate or deactivate an account 1 Click the Manage Accounts link in the left frame The Manage Accounts screen opens VIRTUAL WAREHOUSE TE 24 MANAGE ACCOUNTS EXISTING ACCOUNT INFORMATION O Hacker mmo 1 teos 7seosse acrive UGURU CHRIS A CHRIS UGURU DOT STATE OH US 614 644 0266 ACTIVE WOODS CHERYL TDUNCANLZ4Q HOTMAIL COM 614 539 5957 ACTIVE Deactivate Selected Activate Selected ADD NEW ACCOUNT INFORMATION MEDDLE INITIAL PHONE NUMBER dl
4. For all Virtual Warehouse business related issues and questions please contact Abdul Qayum 614 275 1353 in the Office of Materials Management for help Current User Account If you have a current account that you have already used to log in to Virtual Warehouse use these steps 6 On the Virtual Warehouse TE 24 Login screen type your Username email address and Password into the Login box 7 Press Submit The Virtual Warehouse system opens If you have only one account associated with this email address the Shipment Destination screen opens If you have multiple accounts associated with this email address the Select Account screen Opens 8 On the Select Account screen choose the account you want to log into by selecting the correct button 9 Press Submit The Shipment Destination screen opens for this account To confirm you ve opened the correct account check the Virtual Warehouse section in the left frame Last Updated May 08 2012 Page 9 Virtual Warehouse Produce Supplier Manual STATUS LOGGED IN PS CD 23124 01 PS NME CAUDILL SEED K Y AUDIT xO000019 INVENTORY LIST CURRENT SHIPMENTS CREATE SHIPMENT MANAGE ACCOUNTS MANAGE PROFILE SWITCH ACCOUNT LOG OUT Help amp Support Select From List zd Virtual Warehouse v2 1 0 New User Account If you have received your new account login and generic password use these steps to access Virtual Warehouse 6 Onthe Virtual Warehouse TE 24
5. if needed 4 Select a shipment to edit delete or print 5 Click the appropriate button for the action you want to perform Description Edit Selected Opens the Shipment Details Materials screen Delete Selected Deletes the selected shipment Print Selected Opens Adobe Reader in the right frame to display the details of the selected shipment for printing Edit Selected SOURCE CAUDILL SECD KY L 23124 04 TO PROJECT 01 0493 LUC IR 28D 002 56 TE 24 NUMBER 7610001065 TE 24 DATE 12 8 2006 SHIPMENT DETAILS MATERIALS LINE SAMPLE ID QUANTITY COMMENTS 50 char max jis2 00755722 loi 100 least ES Cancel Pressing the Enterkey vill submit the information entered in the Shipment Details section 6 View the information on the Shipment Details Materials screen Edit the information that is on this screen as needed You can edit the numbered lines but you cannot edit the project number If the project number is wrong delete the whole TE 24 and start over 7 Press Submit The information you updated is saved to the database The pdf file of the shipments list opens in the right frame Last Updated May 08 2012 Page 29 Virtual Warehouse Produce Supplier Manual Delete Selected 5 After you press Delete Selected a confirmation screen opens Microsoft Internet Explorer P Are you sure you wish to delete TE 24 ZE d Case 6 Press OK to delete the selected shipm
6. May 08 2012 Page 25 Virtual Warehouse Produce Supplier Manual 1 Type the sample number from your inventory in the Sample ID column For a CMS sample you must press Tab to move to the second part of the Sample ID column For a SITEMANAGER sample there is only one field for the Sample ID column NOTE You must type the complete number For SITEMANAGER sample numbers the shipment designation screen will not have two columns for the sample ID 2 Tab to the Quantity field and type the amount of material to be shipped If the sample ID is not valid you receive a message stating The supplied Sample ID is not valid and the sample ID is deleted 3 The unit of measure displays on the Print Details screen If you need to use metric units of measure for shipping call OMM See the Contact Information section for the phone number of Jane Love 4 Optional Tab to the Comments field and type a comment up to 50 characters in length The tally of characters is available to the right of this field As you type the amount of characters you type displays where the 00 is in the image iz o In the Ref Nbr column press to select the correct reference number as provided by the contractor for this project If you were not given the Reference number by the contractor contact the contractor for this information NOTE Reference numbers are only necessary for the shipment of materials to an ODOT project This shipment cannot be approved by ODOT wi
7. Supplier Type the producer or supplier number here This indicates that the material s are shipped to another producer or supplier Last Updated May 08 2012 Page 31 Virtual Warehouse Produce Supplier Manual Type the local project name here The name can be up to 10 characters long This associates the shipment with this local project to indicate the materials will be shipped to that local project Local Project LPA Type any other option here One example would be ODOT emergency projects This allows you to enter up to 10 characters to describe where the materials are being shipped to which may not be related to an ODOT project 4 After you select the option type the number in the row field 5 Press Validate and the Shipment Details Materials portion of the screen opens allowing you to enter sample information SHIPMENT DESTINATION PROJECT NUMBER os o122 STA SR183 003 26 PURCHASE ORDER NUMBER Be Ge PRODUCER SUPPLIER Emm pue LOCAL PROJECT LPA Lesen 00 10 characters OTHER m 00 10 characters SHIPMENT DETAILS MATERIALS SAMPLE ID QUANTITY COMMENTS 50 char max REF NBR 9 9 91 9 E9 E9 9 E9 E9 9 9 9 9 9 2 Pressing the Enter key will submit the information entered in the Shipment Details section Type the sample number from your inventory in the Sample ID column You must press Tab to move the second part of the Sample ID column Tab to the Quantity field
8. accompany your shipment Refer to the Required Paperwork section above for additional information STATE OF OHIO Notice of Shipment of Materials DEPARTMENT OF TRANSPORTATION Plant Sampled and Tested or Certified By Plant VIRTUAL WAREHOUSE TE 24 TE 24 Number 3490001528 Producer Supplier ENNIS PAINT ATLANTA 08508 02 TE 24 Date 3 7 2006 Destination OTHER LTEST QTY REF MFG CTL ITEM COMMENTS oum cs em eme 7 O Reduce o Arte Magra Y reene Paper Source by POF page size Punt to te Pwarg ex l ivarced Last Updated May 08 2012 Page 34 Virtual Warehouse Produce Supplier Manual 6 Besure the correct printer is selected on the print screen and press OK The printout should be available there If there are any printing issues talk to your IT department or support representatives Last Updated May 08 2012 Page 35 Virtual Warehouse Produce Supplier Manual Terminology The following terms and acronyms are used in this document Explanation Definition APPR Approved Material is approved for shipment Bituminous Concrete Section of OMM BC CMS Construction Computer system used by ODOT for construction administration including ud ERE iiim RN IE Microsoft Internet Internet software for interfacing with VW ME NE Assistance Certificate Materials Iul o Management i Concrete P S SID Project Number The ODOT project number the materials are a part of Producer Supplier Na
9. and type the amount of material to be shipped If the sample ID is not valid you receive a message stating The supplied Sample ID is not valid and the sample ID is deleted The unit of measure displays on the Print Details screen If you need to use metric units of measure for shipping call OMM See the Contact Information section for the phone number of Jane Love Optional Tab to the Comments field and type a comment up to 50 characters in length The tally of characters is available to the right of this field As you type the amount of characters you type displays where the 00 is in this image iz Last Updated May 08 2012 Page 32 Virtual Warehouse Produce Supplier Manual 10 In the Ref Nbr column press to select the correct reference number as provided by the contractor for this project The Valid Reference Numbers screen opens VALID REFERENCE NUMBERS PROJECT 05 0122 14 SEEDING AND MULCHING bal 11 If you were not given the Reference number by the contractor contact the contractor for this information NOTE Reference numbers are only necessary for the shipment of materials to an ODOT project This shipment cannot be approved by ODOT without the correct Reference number 12 Select the reference number from the list available and press OK 13 Repeat steps 6 12 for each line until you have listed all materials to be included in this shipment 14 Press Submit The shipment is saved and the
10. ENTORY LIST CURRENT SHIPMENTS CREATE SHIPMENT MANAGE ACCOUNTS MANAGE PROFILE SWITCH ACCOUNT Log OT ere OUT Help amp Support Help amp Support Select From List WM Select From List Virtual Warehouse wil Virtual Warehouse v2 1 0 Last Updated May 08 2012 Page 20 Virtual Warehouse Produce Supplier Manual 3 Click on the link in this table to choose the option you want information about or continue reading to find the relevant section of the document below o et ca A list of the inventory you currently have in the system for Inventory List this account This list includes both inventory samples for the CMS system and inventory samples for the A list of the CMS shipments pending in the system to ODOT or to another TE 24 supplier After ODOT approves the shipment the shipment disappears from this list Shipments to other P S or locations are not approved by ODOT Current Shipments The list also can include shipments to ODOT projects using the SITEMANAGER system Shipments to a SITEMANAGER project are removed from the Current Shipments list after they are authorized They are available for viewing and editing for the first 72hrs if not authorized After 72hrs if still not authorized they can only be viewed Transfers of SITEMANAGER materials or TE24 written to LPA s Others inventory also are authorized after 72hrs and disappear from the Current Shipments Create the shipment of materials in this secti
11. Login screen type your Username email address and Password into the Login box 7 Press Submit The Change Password message screen opens Click OK to start the system Microsoft Internet Explorer A Please change vour password on the next screen 8 The Manage Profile screen opens with some of your information already entered VIRTUAL WAREHOUSE TE 24 MANAGE PROFILE PROFILE DETAILS PRODUCER SUPPLIER SLORLLIIME LAURA TORTURE DAHLINGER 2 MIDDLE INITIAL BE aii dei p 644 lee xf A LAURA DAHLINGERGDOT STATE OH US Username PASSWORD TESTER PASSWORD Confirm TESTER All form fields except phone number extension and middle initial are required Last Updated May 08 2012 Page 10 Virtual Warehouse Produce Supplier Manual Note The information on this screen should be correct If not correct it now 9 Type your phone number in the Phone Number field All fields highlighted in yellow are required except the phone number extension field 10 Delete SECRET in the Password and Password Confirm fields 11 Type your new password in the Password and Password Confirm fields Your password must be at least 6 characters long The passwords must match in both fields or you receive the following information screen and you cannot continue until they match Microsoft Internet Explorer AN The Password Field must match the Password Confirm Field 12 Click Submit T
12. Shipment Details screen opens in the right frame using Adobe Acrobat Reader so you can print the shipment This allows you to print shipment paperwork for the driver and your records You should give the shipment paperwork to the driver save one copy in your records and send the shipment out as necessary Note You can also press Enter and the shipment saves then it will take a few seconds to open If you click Submit before the page opens you will create a duplicate shipment BE PATIENT after you press Enter or only use the Submit button If you create duplicates you must delete one from your current shipment list Re print Shipments Use these steps to re print a shipment s details 1 Click the Current Shipments link in the left frame The Current Shipments screen opens Last Updated May 08 2012 Page 33 Virtual Warehouse Produce Supplier Manual VIRTUAL WAREHOUSE TE 24 SHIPMENT LISTING CURRENT SHIPMENTS K 8 j42 301528 OTHER LTEST J d zf FF 20 oec Q 343000152 9 7 2006 OTHER LT2 3430001530 5 12 2006 OTHER TEST __Edit selected Delete Selected Print Selected 2 Scroll down to view the whole list if needed 3 Select a shipment to print 4 Toreprint the paperwork choose the correct pending shipment and press the Print Selected button The shipment summary you select opens in the right frame using Adobe Acrobat Reader Note This summary page is the required paperwork that must
13. Type the missing information in the fields All fields highlighted in yellow are required except the phone number extension field 9 Delete the password in the Password and Password Confirm fields 10 Type your new password in the Password and Password Confirm fields Your password must be at least 6 characters long The passwords must match in both fields or you receive the following information screen and you cannot continue until they match Microsoft Internet Explorer AA The Password Field must match the Password Confirm Field 11 Click Submit The Shipment Destination screen opens Last Updated May 08 2012 Page 12 Virtual Warehouse Produce Supplier Manual SHIPMENT DESTINATION PROJECT NUMBER i Validate PURCHASE ORDER NUMBER REEL PRODUCER SUPPLIER SS EN LOCAL PROJECT LPA Se 00 10 characters OTHER mE 00 10 characters Fill in the Shipment Destination information before proceeding Cancel Pressing the Enter key will submit the information entered in the Shipment Details section Change Your Password When you are logged into Virtual Warehouse you can change your password on the Manage Profile screen You must change your password every 90 days which takes you to the Manage Profile screen automatically when you log in 1 2 o 6 Log into Virtual Warehouse In the left frame select the Manage Profile link The Manage Profile screen opens Delet
14. Virtual Warehouse Produce Supplier Manual CMS Virtual Warehouse CMS Virtual Warehouse Producer Supplier Manual v 1 5 May 08 2012 The Ohio Department of Transportation ODOT 1980 W Broad ST COLUMBUS OHIO USA 43223 John R Kasich Governor Jerry Wray Director Copyright 2008 Ohio Department of Transportation Division of Information Technology All rights reserved Last Updated May 08 2012 Page 1 Virtual Warehouse Produce Supplier Manual Table of Contents uir rcc 3 elle lu er na le WEE 3 e 3 EECHER ee ee See 4 About Virtual Warehouse ene ee ccc ccc ece eee e cee ce eee e eee e Ie eme hee e enne nnne nnn 4 Required Paperwork EE 4 ele e OAO EE 5 Objiec ves 0 the System Aessen dE eege gees 5 Technical ee en TEE 5 BeeU ugter7 e EE 6 EE EE T L rc 6 so c 6 Terminology ACTONYMS aiai 6 Bi LCE 6 NOIES aNG TIDS 6 Accessing Virtual Warehouse EE 6 inital Submittal TOL e e re CH NEE 6 LOG Into Virtual Warehouse EE 7 MEO EE 7 Current User ACCOUNT zessegegutgseeeeeg et deed 9 New User ee IT dE 10 EE beet 11 Change Your Password 2225s n entren nnns nennen senten nnns 13 mic bdesdu 00MMN 14 Log OuLo Virtual Warehouse E 14 Managing Virtual Warehouse Accounts 15 Ma
15. al T All form fields except phone number extension and middle initial are required sabi In the Existing Account Information section of the screen click the button in the row of the account to deactivate or activate The indicator moves to that row Click either the Deactivate Selected or Activate Selected button depending what you are attempting to accomplish The Account Status column displays the changes to the user s account status The accounts displayed in the above screen are all active accounts The column information changes after you press the button Choose the link in the left frame to open the next screen you want to view STATUS LOGGED IN STATUS LOGGED IN PS CD 23124 01 PS CD 23124 01 PS NME CAUDILL SEED KY PS NME CAUDILL SEED KY AUDIT 40000020 AUDIT 50000019 INVENTORY LIST CURRENT SHIPMENTS CREATE SHIPMENT INVENTORY LIST CURRENT SHIPMENTS CREATE SHIPMENT MANAGE ACCOLINTS MANAGE ACCOLINTS MANAGE PROFILE ADAE SWITCH ACCOUNT ESO LOG OUT Help amp Support Help amp Support Select From List v Select From List Virtual Warehouse v2 1 0 Virtual Warehouse v2 1 0 Last Updated May 08 2012 Page 17 Virtual Warehouse Produce Supplier Manual Switch Accounts If you are logged into one account and need to access a second account use the Switch Account functionality to select the account to access 1 Click on the Switch Accounts link in the left frame The Select Account s
16. creen opens VIRTUAL WAREHOUSE TE 24 SELECT ACCOUNT ACTIVE ACCOLINTS PROBUCCE 5UPPLIER AUDIT ID Ei n PRON DO nae cen C D 7 HITED REBTALS E C3AI AI 3 uErm it Choose the button in front of the active account you want to open then click Submit The Shipment Destination screen opens for that account 2 View the P S code in the left frame to confirm that the correct account is open STATUS LOGGED IE PS MME CAUDILL SEED EV AUDIT 000001539 INVENTORY LIST CURRENT SHIPMENTS od ed a MANAGE Awl COUNTS MANAGE PROFILE SWITCH ACCOUNT LOG OUT Help amp Support Select From List sl Virtual Warehouse v2 t 0 Last Updated May 08 2012 Page 18 Virtual Warehouse Produce Supplier Manual Support Documents In the left frame there is an option to choose the documents that support Virtual Warehouse including this user manual Click the Support Documents menu and choose the option you want to view The selected option opens in the right frame Select From List v Select From List Administrators Manual TE 24 Approval Manual Producer Supplier Manual Frequently Asked Questions Val Producers Supplier List Project Info 2010 Project Info 2009 Project Info 2008 Project Info 2007 Project Info 2006 Project Info 2005 Project Info 2004 Project Info 2003 Project Info 2002 Project Info 2001 Project Info 2000 Project Info 1999 Project Info 1998 Project Info 1937 P
17. ct here gt 1600 W Broad St Columbus Ohio 43223 You can also fax completed paper applications to 614 275 1354 or 614 351 5559 Questions may be emailed to the person who is responsible for the materials you want to ship using VW LO OT n Precast amp Concrete Bryan Struble P E 614 351 5559 _ bryan struble dot state oh us ipe Cement amp Concrete Engineer Hot Applied Joint Sealer David Powers P E 614 351 2813 david powers dot state oh us Plastic Pipe Bituminous Engineer Paint amp Glass Beads Maria Kerestly 614 275 1354 maria kerestly dot state oh us Grass Seed Chemical Section Head Steel Bridge Members i ff Chandler P E l Drar reins H ER l 614 275 1354 jeff chandler dot state oh us Structural Steel Engineer Nuts Bolts Washers amp Reinforcing Steel Logging into Virtual Warehouse When you open the CMS Portal the navigation pane in the left frame allows you to select where you want to log in In order to use Virtual Warehouse you must open the application link and login using your Username and Password You must choose the correct login instructions based on whether you have a current new or old account Initial Login No matter what account type you have current new or old use these steps to initially log into Virtual Warehouse After you log in the Shipment Destination screen opens by default but there are other options available in the left navigation frame To view these optio
18. e the old password in the Password and Password Confirm fields Type your new password in the Password and Password Confirm fields Your password must be at least 6 characters long The passwords must match in both fields or you receive the following information screen and you cannot continue until they match Microsoft Internet Explorer A The Password Field must match the Password Confirm Field Click Submit If you have multiple accounts you receive the following message Last Updated May 08 2012 Page 13 Virtual Warehouse Produce Supplier Manual Microsoft Internet Explorer Changing this Password will automatically change all Passwords linked to this Username to ensure vour accounts are synchronized For ease of use Click the OK button to continue or the Cancel button to revert to your previous Password 7 Click OK to change this password for all of your accounts Click Cancel to keep your current password The Shipment Destination screen opens Reset Your Password An administrator for Virtual Warehouse can reset your password if you cannot receive the email when you press the Password button on the login screen EE Click here Contact the ODOT help desk to reset your password 614 466 4978 Log Out of Virtual Warehouse After you are done working in Virtual Warehouse you should end a work session by logging out Then you don t compromise your user profile security and Virtual Warehouse doesn
19. ent Press Cancel to cancel the deletion 7 You are returned to the Current Shipments screen The shipment is deleted from this list Print Selected 5 Toreprint the paperwork choose the correct pending shipment and press the Print Details button The shipment summary you select opens in the right frame using Adobe Acrobat Reader Note This summary page is the required paperwork that must accompany your shipment Refer to the Required Paperwork section above for additional information STATE OF OHIO Notice of Shipment of Materials DEPARTMENT OF TRANSPORTATION Plant Sampled and Tested or Certified By Plant VIRTUAL WAREHOUSE TE 24 TE 24 Number 3490001528 Producer Supplier ENNIS PAINT ATLANTA 08508 02 TE 24 Date 5 7 2006 Destination OTHER LTEST SAMPLE MATERIAL CODE UNIT QTY REF MFG CTL ITEM COMMENTS 25 6 Press the Print button The Windows Print screen opens Last Updated May 08 2012 Page 30 Virtual Warehouse Produce Supplier Manual 7 Be sure the correct printer is selected on the print screen and press OK The printout should be available there If there are any printing issues talk to your IT department or support representatives Print Shipment Details You can print the shipment when you first create a shipment or re print a shipment s details after the shipment has been created as long as the TE24 is still listed in the pending shipments Create and Print Shipments When you create a sh
20. g Shipments Support Documents 23 13 14 31 33 23 23 30 29 30 23 19 Switch Accounts 18 System Objectives Technical Requirements View Your Inventory List 21 Virtual Warehouse 20 About 4 Lee 6 Initial Login 7 Current User Account 8 New User Account 9 Old User Account 11 Mere e 7 Log Out 14 Managing Accounts 15 Manage Accounts 15 Activate Deactivate Accounts 17 Create an Account 15 Manage Profile 15 NAVIGATION a buor nos 20 Last Updated May 08 2012 Page 37
21. he Shipment Destination screen opens SHIPMENT DESTINATION PROJECT NUMBER validate PURCHASE ORDER NUMBER Bn E validate PRODUCER SUPPLIER NEN ERE Validate LOCAL PROJECT LPA E amp E j 00 10 characters OTHER m 00 10 characters Fill in the Shipment Destination information before proceeding Cancel jJ Pressing the Enter key will submit the information entered in the Shipment Details section Old User Account You previously used Virtual Warehouse and had a login and password Initially you use this information to log into the online Virtual Warehouse system and must reset your login and password after you log in the first time 6 Onthe Virtual Warehouse TE 24 Login screen type your Username and Password into the Login box 7 Press Submit The Manage Profile screen opens with some of your information already entered from the previous system Last Updated May 08 2012 Page 11 Virtual Warehouse Produce Supplier Manual VIRTUAL WAREHOUSE TE 24 MANAGE PROFILE PROFILE DETAILS PRODUCER SUPPLIER 02509 Laugs FIRST NAME LAST NAME MIDDLE INITIAL Tomas 614 less em x EMAIL ADDRESS bon D LAURA DAHLINGER DOT STATE OH US ICTR LOE TESTER passiona Contra All form fields except phone number extension and middle initial are required Note The information on this screen should be correct If not correct it now 8
22. if materials are not available on the list and should be Refer to the Contact Information section above for OMM contact information Create Shipment The Shipment Destination screen allows you to create material shipments If you already know the sample ID of the material you want to ship and the quantity is available you can skip to step 2 To create a shipment 1 Onthe Inventory List screen find the material you want to ship on the list Confirm that there is enough material available to ship to the location 2 Click the Create Shipments link in the left frame The Shipment Destination screen opens SHIPMENT DESTINATION PROJECT NUMBER o PURCHASE ORDER NUMBER Be E PRODUCER SUPPLIER pem E LOCAL PROJECT LPA BENI 00 10 characters OTHER rp 00 10 characters Fill in the Shipment Destination infarmatian before proceeding Cancel Pressing the Enter key will submit the information entered in the Shipment Details section Last Updated May 08 2012 Page 23 Virtual Warehouse Produce Supplier Manual 3 Select one of the destination options available to create a new shipment For example if you want to send the shipment to a particular project select Project Number and type the project number in this field Note You must tab from the left part of the Project Number Purchase Order Number and Producer Supplier fields to the second number portion of the field EL RN NN Type the project
23. ipment you can print the shipment at the end of the process If you don t want to print the shipment yet use the Re print Shipments directions below to print the shipment instead To create and print a shipment 1 Onthe Inventory List screen find the material you want to ship on the list Confirm that there is enough material available to ship to the location 2 Click the Create Shipments link in the left frame The Shipment Destination screen opens SHIPMENT DESTINATION PROJECT NUMBER p PURCHASE ORDER NUMBER REEL PRODUCER SUPPLIER BE Ee LOCAL PROJECT LPA SEs Con 10 characters OTHER a 00 10 characters Fill i1 the Shipment Destination information before proceeding Cancel Pressing the Enter key will submit the information entered in the Shipment Details section 3 Select one of the destination options available to create a new shipment For example if you want to send the shipment to a particular project select Project Number and type the project number in this field Note You must tab from the left part of the Project Number Purchase Order Number and Producer Supplier fields to the second number portion of the field Project Number Type the project number here This associates the shipment with that project The first two digits are the year of the project number Purchase Order Number Type the purchase order number here This associates the shipment with the purchase order Producer
24. me of a Producer and or Supplier of materials for ODOT This is the contractual unit of work setup specific to for each construction item in a Reference Number project This number is used in CMS to assure that completed work and materials are accurately documented in CMS and for the Contractor s payment s The contractor should supply the correct Ref number and ODOT project number with Line Item Number term for Reference Number The Contractor should supply the correct Line Item Number and ODOT project number with the each order also Sample ID administration including materials acceptance A replacement for CMS TE24 Testing 24 OMM Form Number that is used by external suppliers to ship materials Numbering System Virtual Warehouse The Virtual Warehouse system used exclusively by external producers suppliers VW allows you to ship your materials directly to the work site for a project or to other P S Last Updated May 08 2012 Page 36 Virtual Warehouse Produce Supplier Manual Index Contact Information Ae ace t MN ee eee eee Initial Submittal for Approval Inventory Password Change Password Reset Print Shipment Details Create and Print Shipments Re print Shipments Required Paperwork ellen EE Lreate Delete Cumrent Edit CGumenmt Print lt Gendmg oennnennnennneneeennnnennne View Pendin
25. mental reliance thereon Contents herein are constantly being revised based on ever changing business needs and may not represent future business processes Last Updated May 08 2012 Page 3 Virtual Warehouse Produce Supplier Manual About this Document This document describes how to use the CMS Virtual Warehouse VW The purpose of this document conventions of this document and objectives of the Virtual Warehouse system are available here About Virtual Warehouse Virtual Warehouse is the electronic documentation method for materials that have been sampled tested approved and stocked for future use on ODOT projects Virtual Warehouse is not intended to be used to individually approve unique or special materials for each project as you receive the orders If your company is unable to stock large quantities of material Virtual Warehouse may not benefit you Virtual Warehouse is also used to document shipment of materials from a company in one of Ohio Department of Transportation ODOT Certification Programs Virtual Warehouse is also used to ship steel and prestressed bridge beams that are inspected at the plant You must comply with ODOT s specifications that govern the type of material your company produces or supplies You must be also approved by the Office of Materials Management OMM to ship materials If you are accepted for Virtual Warehouse use and are located more than 50 miles outside of Ohio you may be required to
26. nage Profile P E 15 Manage Accounts A E 15 Create an Account sss se se se se senses sa sa n ann nnns 15 Activate Deactivate Accounts ssssssssssssssssssss sm me menses 17 SWEN ACCOLNS eenige ri ripe E E EEE E N i 18 Support Be Tel OCH 19 Using Virtual Warehouse sssssIII II III I Ihr rn rnnt rr reserare ses 20 Navigating Virtual Warehouse oo eee cece ccc cece cece eee eee eee e eee meme seen 20 View Your Inventory List sss HII n III Ih mereri ren 21 Sending Shipmenls d A O 23 Tee qoare v 23 Create Shipment eege 23 eicit en UC CH 28 ze ke e P E 29 Delete Selected PE 30 ginse e WEE 30 S ileg IEN 31 Create and Print Shipments ssssssssssssssseem ee mme nennen nnns 31 Re print Shipments sssssssssssssssssssen I m eem Ie ense eese senses nnns 33 Ke une ele e VS 36 ls Aee Uo O sae en 37 Last Updated May 08 2012 Virtual Warehouse Produce Supplier Manual Preface This is the user manual for the Construction Management System CMS Virtual Warehouse TE 24 system It documents the features and functionality available in Virtual Warehouse TE 24 This document has been produced by the Division of Information Technology DolT within the Ohio Department of Transp
27. ns refer to the Using Virtual Warehouse section below Connect to your Internet provider Open your Internet Explorer browser Type http www odotonline org cmsportal into your web browser The ODOT CMS Portal opens The left frame includes the Virtual Warehouse option T PIS ce Last Updated May 08 2012 Page 7 Virtual Warehouse Produce Supplier Manual CMS PORTAL Jee Met ey M ZUR HOME AND SUPPORT Bip amp ITEM DATA CHANGE ORDERS CONTRACTOR EVALUATIONS ESTIMATES FINALS MATERIALS amp TESTING PROJECT INFORMATION VIRTUAL WAREHOUSE Wee CMS FINANCE Wee CMS Test RESULTS e e e e e e e e e e e e REPORTS SITEMANAGER C95 Pay FACTOR CONTRACTORS REPORTS 5 Press the Virtual Warehouse button The Virtual Warehouse login screen opens Last Updated May 08 2012 Page 8 Virtual Warehouse Produce Supplier Manual 4 Gah kt ur Leen Seele E 4 TIS PS VIRTUAL WAREHOUSE TE 24 a i H PASSWORD Help Login Forgot your password Click here New Producer Supplier Click here Prod Supp Help New Producer Supplier Problem Resolution Most questions can be answered by consulting the User s Manual For all Virtual Warehouse application system problems please contact the ODOT Help Desk 614 466 4978 to have a support ticket logged The helpdesk is responsible for ensuring the appropriate resource from the IT staff is properly notified
28. number here This associates the shipment with that project The first two digits are the year of the project number Purchase Order Number Type the purchase order number here This associates the shipment with the purchase order Type the producer or supplier number here This indicates that the material s are shipped to another producer or Project Number Producer Supplier supplier Type the local project name here The name can be up to 10 Local Project LPA characters long This associates the shipment with this local project to indicate the materials will be shipped to that local project Type any other option here One example would be ODOT emergency projects This allows you to enter up to 10 characters to describe where the materials are being shipped which may or may not be related to an ODOT project 4 After you select the option type the number in the row field 5 f you select a project number in Virtual Warehouse and press Validate VW will tell you if the project number is False not a valid project SHIPMENT DESTINATION PROJECT NUMBER PURCHASE ORDER NUMBER PRODUCER SUPPLIER LOCAL PROJECT LPA EE 00 10 characters OTHER ee 00 10 characters Fill in the Shipment Destination information before proceeding Microsoft Internet Explorer x D The Project Number entered is not valid Please enter a valid Project Number Last Updated May 08 2012 Page 24 Virtual Warehou
29. on This is the Create Shipment default screen Shipment Destination that opens whenever you log in Manage Accounts Allows you to create new accounts for users Manage Profile Allows you to manage your personal account information I 4 to multiple accounts Log Out Click to log directly out of the Virtual Warehouse You EH should always log out for security purposes Help amp Support Click to access the latest version of the user manual project list FAQs and the Virtual Warehouse P S list View Your Inventory List The Inventory Listing screen gives you the list of inventory your company has available to ship to projects or other suppliers On this screen you can sort the inventory by clicking on the blue headings The sorting style is indicated by the sorting icon on the header such as for the Sample column indicating the sort is in descending order Each column can only be sorted in one direction If you select a header for sorting the Current Inventory Level information is sorted according to that header Use these instructions to view the inventory 1 Click a header to change the sorting options of that column on the Inventory List screen The default sorting is the Sample column which is the only column that sorts in Last Updated May 08 2012 Page 21 Virtual Warehouse Produce Supplier Manual descending order from Z through A You can select any column to sort the inf
30. ormation on that column 2 Figure 23 shows CMS computer system inventory The Sample number incorporates a numbering system of 8 digits followed by a and a 2 digit extension VIRTUAL WAREHOUSE TE 24 INVENTORY LISTING EN Show Hide All CURRENT IN ENTORY LEVELS KO coenzens mi s 2a 2003 27002 port concretes T 159000 KO oneszene mi s 2a 200s 27002 port concretes EE RER KD coeszenscmi sv23 2001 2700285 port concarreo T gt w KD ovcosesa 01 e ezom 27002 port concre TT ew ovca7ess oa s zurzeo 27002 port concreres T ww EE KD ov6z2017 09 EE SSCS 3999 00 OQ oveza0s7 02 sae zos nosem 29999 KD cosssses os so a0 2002 zose nosam 8h00 KD ov6s4970 02 1wawzonz zosara noson 999 x OOF39575 04 3 8 2004 203GRA NO 5 GRATE A 3 000 Note The six columns that display contain the important information about the ODOT inventory you can ship to ODOT projects or suppliers 3 Figure 23a shows SITEMANAGER computer system inventory The Sample number incorporates a combination lettering and numbering system of 16 digits VIRTUAL WAREHOUSE TE 24 INVENTORY LISTING 1000 000 BS ee ees Z nn622317 03 8 20 2001 65844916 BOLT HEW A449 1 GALW DENEN on623017 02 B 22 2001 205FR NO 5 FRAME DEUM CH 00694369 04 10 10 2002 205FR NO 5 FRAME IL Ar 4m OO OO OO Geesen wreoos 0s n amp wo ssmeww
31. ortation ODOT Feel free to contact the ODOT Help Desk at 614 466 4978 or by email helodesk dot siate oh us if you should encounter any problems with this software or if you have questions that are not covered by this user manual If you need to contact someone at the Office of Materials Management OMM about specific issues related to Virtual Warehouse use the correct contact in the table below Contact Information Material Contact Phone Number Type of Questions Concrete Klaire Mason 614 275 1326 Prestress Precast amp Concrete Pipe Asphalt Jim Jenkins 614 275 1330 Hot Applied Joint Sealer Plastic Pipe Grass Seed Structural Steel Traffic Items Mark Winkfield 614 275 1319 Nuts Bolts Washers amp ane sues SE Basic Use of VW Abdul Qayum 614 275 1353 Personnel at OMM cannot solve technical issues of the program not running or system down issues of the VW software system Contact the ODOT Help Desk at 614 466 4978 Copyright Copyright 2009 Ohio Department of Transportation All rights reserved No part of this manual may be reproduced or transmitted in any form by any means without prior permission of the publisher This is an accurate representation of information currently maintained by the Ohio Department of Transportation as of 2009 Information obtained through this publication is provided only as a public service It does not constitute a certification and no user may claim detri
32. ouse for additional information on logging into the system Notes and Tips In order to draw your attention to certain pieces of information this information is indicated as a Note or Important Note Notes contain helpful suggestions references or useful ancillary information Important Contains significant information about the operation or feature described Accessing Virtual Warehouse The Virtual Warehouse system is accessible through the CMS Portal using Microsoft Internet Explorer 5 5 IE or newer Virtual Warehouse access is provided for producer suppliers P S and their users to maintain and ship materials Instructions to log in and out of Virtual Warehouse and change and reset your password are available here Initial Submittal for Approval If you choose to request to participate in VW ODOT OMM requires a letter from your company stating that you agree to conform to the requirements of the program and define the materials you are proposing to supply under the Virtual Warehouse Program In addition you must also complete and print the application on the VW website Go to http www odotonline org cmsportal and select the Virtual Warehouse section Last Updated May 08 2012 Page 6 Virtual Warehouse Produce Supplier Manual Choose the Contact below for the OMM section that is responsible for the materials you want to ship using the Virtual Warehouse and mail to ODOT OMM attention insert correct conta
33. r ODOT acceptable materials Technical Requirements The Virtual Warehouse VW system is an Internet application that uses Internet Explorer 5 5 or newer on Windows XP Specific details on using VW can be found in the Using Virtual Warehouse section of this document Adobe Acrobat Reader 5 0 or newer is also required for this system Last Updated May 08 2012 Page 5 Virtual Warehouse Produce Supplier Manual Document Conventions There are certain conventions used in this document to display different types of information clearly You can view the explanations of the main conventions utilized here Keyboard Keys When you must type a key on your keyboard these instructions indicate a keystroke using boldface type For example press the Tab key to move to the next field Bold Screen references to things such as buttons or screen names are identified by boldface font For example press the Submit button The Virtual Warehouse Inventory Listing screen opens Terminology Acronyms Terminology and acronyms are scattered throughout the document To find the definition of these terms and acronyms go to the Terminology section Acronyms are spelled out initially in the document then abbreviated after that within the document Links There are links to other sections within this document indicated in blue and underlined You can click the link to jump to that section of this document For example refer to Using Virtual Wareh
34. retype it in both password fields Password and Password Confirm 3 Press Submit The Shipment Destination screen opens and your information changes are saved Manage Accounts The Manage Accounts screen allows you to create view activate and deactivate account information for other users in your company If you have a user who must be added to multiple accounts use the same email address to add the new user to the additional account For example if the user has an email address of generic mail com for the first account use the steps in the Create an Account section and add a new user with the same email generic mail com and user information in a different company Then when the user logs in they can access multiple accounts Create an Account To create an account for a new user or another account for a current user with the same emall use these steps Last Updated May 08 2012 Page 15 Virtual Warehouse Produce Supplier Manual 1 Click the Manage Accounts link in the left frame The Manage Accounts screen opens VIRTUAL WAREHOUSE TE 24 MANAGE ACCOUNTS EXISTING ACCOLINT INFORMATION PERSON NAME ACCOUNT NAME PHONE NUMBER STATUS DAHLIMNGER LAURA DRWHOESPRESS YAHOO COM 614 644 0270 ACTIVE DAHLINSER LAURA LAJRA DAHLIMGER GIDOT SATE OH US 614 644 0270 ATIVE J wWOobs CHERYL 614 456 4048 ACTIVE Deactivate Selected Activate Solected ioo ojoojoe ADD NEWW ACCOUNT INFORMATION Se p deg EE E oO
35. roject Info 1334 Figure 21 LL M Administrator s For ODOT internal use Manual TE 24 Approval This is a manual for project Personnel to electronically process and Manual for accept or reject TE 24 shipped material for a ODOT Project projects Producer Supplier Help Manual for producer suppliers writing TE 24s for ODOT projects Manual that a being construction managed in either the CMS computer system or the new SITEMANAGER computer system Questions VW Producer The list of producers and suppliers enrolled in Virtual Warehouse Not Supplier List all of the P S on this list can be shipped to Choose the project year from the list This provides you with the list of projects completed in that year and some basic information about Project Info YEAR those projects the project number whether the project measurements are in English or metric the contractor s name and project information code Last Updated May 08 2012 Page 19 Virtual Warehouse Produce Supplier Manual Using Virtual Warehouse Virtual Warehouse is an application to manage supplier material information The producer supplier P S material information is included in either ODOT s CMS or SITEMANAGER construction management systems and inventory is initially entered by the Office of Materials Management OMM after the material is approved and accepted NOTE After ODOT completes that process the inventory information for your materials appea
36. rs in VW exclusive of what construction management system it is In You can then ship the approved materials to various project sites other P S or other non state projects as required NOTE Due to the Department moving our construction management processes from the CMS computer system to the new SITEMANAGER system modifications have been made to the Virtual Warehouse system that will allow producer suppliers to separately inventory and ship materials to both systems BUT with some changes Navigating Virtual Warehouse When you log into the Virtual Warehouse the navigation pane in the left frame allows you to select what functionality to access Complete the following steps to choose the Virtual Warehouse section to access Note Use the Tab key to move from field to field in IE 1 Log into Virtual Warehouse Refer to the Log into Virtual Warehouse section above for additional information 2 Initially the Shipment Destination screen opens The left navigation frame indicates that you are logged in and the list of Virtual Warehouse functionality options display If you have more than one account associated with your email address the Select Account screen opens initially allowing you to select an account to view STATUS LOGGED IN STATUS Loo SED TH PS tD 23124 01 PS CO 23124 01 i PS NME COUDILL SEED ENV IET Mole ra AUDIT 3 O00 0019 INVENTORY LIST CURRENT SHIPMENTS CREATE SHIPMENT MANAGE ACCOUNTS MANAGE PROFILE INV
37. se Produce Supplier Manual a CMS project SHIPMENT DESTINATION PROJECT NUMBER loo ote HAS CR41 041 63 PURCHASE ORDER NUMBER PRODUCER SUPPLIER LOCAL PROJECT LPA 00 10 characters OTHER 00 10 characters OOOOQ0 SHIPMENT DETAILS MATERIALS SAMPLE ID QUANTITY COMMENTS 50 char max Ce t ue I or a SITEMANAGER project SHIPMENT DESTINATION PROJECT NUMBER ke hvr4 MER SR 29 PURCHASE ORDER NUMBER NE EN PRODUCER SUPPLIER D LOCAL PROJECT LPA 00 10 characters OTHER 00 10 characters OO OO Gei SHIPMENT DETAILS MATERIALS amp SAMPLE ID QUANTITY COMMENTS 50 char max REF NBR DN uo Q amp Q TA EL OO AE 00 50 6 Press Validate and the Shipment Details Materials portion of the screen opens allowing you to enter the sample information SHIPMENT DESTINATION 9 PROJECT NUMBER os bass STA SR183 003 26 PURCHASE ORDER NUMBER EE EE 22 PRODUCER f SUPPLIER imme ux O Lora PROJECT LPA N 00 7 10 characters gt OTHER Sil 00 10 characters SHIPMENT DETAILS MATERIALS SAMPLE ID QUANTITY COMMENTS 50 charmas REF NBR e 2 E9 E93 9 E9 9 E9 E9 E9 E E9 E E9 8 submit g the Enter key will submit the information entered in the pment Details section Last Updated
38. t register that you are still logged in To log out of Virtual Warehouse 1 From any Virtual Warehouse screen click the Log Out link in the left frame of Internet Explorer 2 The Virtual Warehouse Login screen opens with the status in the left frame updated to Not Logged In STATUS NOT LOGGED IN PS CO PS MME AUDIT HOME LOGIN Virtual Warn house v2 1 0 Last Updated May 08 2012 Page 14 Virtual Warehouse Produce Supplier Manual Managing Virtual Warehouse Accounts Virtual Warehouse allows users to manage not only their individual accounts but also the other accounts related to the same producer supplier P S code Manage Profile Manage Profile allows you to view and edit your own account profile information after you are logged into Virtual Warehouse You cannot edit the P S number your profile is associated with but you can update all other fields To edit your profile 1 Click the Manage Profile link in the left frame The Manage Profile screen opens with your current information displayed VIRTUAL WAREHOUSE TE 24 MANAGE PROFILE PROFILE DETAILS PRODUCER SUPPLIER FIRST NAME LAST NAME MIDDLE INITIAL PHONE NUMBER EH LAURA DAHLINGER ODOT STATE OH US Username PASSWORD TESTER PASSWORD Confirm TESTER All form fields except phone number extension and middle initial are required 2 Edit fields on this screen as required If you reset the password you must
39. thout the correct Reference number VALID REFERENCE NUMBERS PROJECT 05 0122 14 SEEDING AND MULCHING bal 6 Select the reference number from the list available and press OK 7 Repeat steps 1 6 for each line until you have listed all materials to be included in this shipment Last Updated May 08 2012 Page 26 Virtual Warehouse Produce Supplier Manual 8 Press Submit The shipment is saved and the Shipment Details screen opens in the right frame so you can print the TE 24 for the shipment This allows you to print shipment paperwork for the driver and your records You should give the shipment paperwork to the driver save one copy in your records and send the shipment out as necessary Note You can also press Enter and the shipment saves then it will take a few seconds to open If you click Submit before the page opens you will create a duplicate shipment BE PATIENT after you press Enter or only use the Submit button If you create duplicates you must delete one from your current shipment list Last Updated May 08 2012 Page 27 Virtual Warehouse Produce Supplier Manual Current Shipments The Current Shipments screen displays a list of the pending shipments you have sent to projects or other suppliers Shipments to an ODOT project on the CMS computer system or purchase order remain pending until they are approved and processed by ODOT Shipments to an ODOT project on the SITEMANAGER computer s
40. use an independent laboratory for sampling inspection at your own expense The independent lab must provide a letter with each inspection documenting the date of inspection signature of the inspector and a list of all materials and quantities represented Any appropriate certifications and or proof of domestic origin should be attached Required Paperwork AT A MINIMUM a copy of any shipment of materials you create in Virtual Warehouse TE 24 must accompany each and every shipment The driver of the truck must have a printed copy to present to the project engineer PE on site If you have multiple trucks going to the same location on the same day one form may cover all of the shipments and be given to the first driver Any shipments that are sent out on a separate day must have a separate form For companies shipping materials under an Ohio Department of Transportation ODOT Certification Program the certification program may require additional documentation such as an inventory of bill of lading further breaking down the material item shipped If you are certified you are responsible for complying with that additional documentation for each shipment You may create the paperwork in advance using the create shipment feature The form reflects the date the paperwork is completed and NOT the actual date of shipment This is permissible A hard copy of all shipments must be kept by the producer supplier s P S office in their filing system
41. ystem only remain pending until they are approved and processed by ODOT Edit capability When Department approval is applied to the T E 24 shipment to a CMS project the shipment can no longer be edited and will process overnight For a SITEMANAGER project the edits can be done for the next 72 hours of the initial submittal provided it is not authorized Shipments to P S Local projects or Other destinations are approved after 72 hours of the initial submittal Therefore edits can be done within the 72 hours Viewing Current Shipments Shipments created but not yet approved by ODOT or the computer system can be seen and may be available for editing by going to the left of Virtual Warehouse and selecting Current Shipments 1 Click the Current Shipments link in the left frame YIRTUSL WAREHOUSE e STATUS Lo cGED IH P5 CD 2724 01 PS NHE MACK IMND V ALLES CITY AUDIT EN wi rl m CURRENT SHIPMENTS MANAGE ACCOUATS ADMIAMTS TRATION Log OUT Help amp Support Select From List K Tiritu Warehouse v2 2 0 Last Updated May 08 2012 Page 28 Virtual Warehouse Produce Supplier Manual 2 he Current Shipments screen opens VIRTUAL WAREHOUSE TE 24 SHIPMENT LISTING CURRENT SHIPMENTS TE 24 NBR TE24DATE LI ESTINATION IS d 34900 1528 9 7 2006 OTHER LTEST 3490001529 9 7 2006 OTHER LT2 Ede Selected Delete Selected Print Selected 3 Scroll down to view the whole list
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