virginia echildcare system updates 2019 · 5/11/2019 · authorization profile screen there is...
TRANSCRIPT
VIRGINIA E-CHILD CARE
VENDOR UPDATES 2019
TRAININGPhase 1 Updates
V 0.3 11/05/2019
TOPICS• Vendor Portal Overview
• Broadcast Messages
• POSO
• Authorization Profile
• Password Expiration Notice
VENDOR PORTAL OVERVIEW
The Vendor Portal landing page will now support links to Program Materials such as this training information and the Equipment & Settlement Agreement form.
VENDOR PORTAL OVERVIEW
To access your vendor information, you will need to login to the portal using your vendor ID or portal login ID. If you need assistance with a disabled
account, contact the Conduent Retailer Call Center at 877-918-2322.
VENDOR PORTAL OVERVIEW
If you ever forget your password, you can utilize the Forgot Password link to reset your password by answering security questions which you
answered the first time you logged into the system.
VENDOR PORTAL OVERVIEW
After logging in, most of the time you will be presented with the
Vendor Profile screen.
VENDOR PORTAL OVERVIEW
You can access reports or change your password through the menus at the top right of the screen. The most accessed functions are
found using the buttons at the bottom of the screen.
VENDOR PORTAL OVERVIEW
The Authorizations button takes you to a list of your authorizations. The Transaction button will take you to the transaction search screen. The Attendance Report will display the current months color-
coded attendance report. Broadcast Messages button will display any active broadcast messages sent to you by VDSS or the system.
VENDOR PORTAL OVERVIEW
The Transaction button will take you to the transaction search screen with the report dates defaulting to the current day’s date. You can adjust the dates
to review and click the SEARCH button to view the results.
VENDOR PORTAL OVERVIEW
The Transaction Screen allows you to review all of the transactions that have been run for a given period of time. Once you have the results you can further narrow the list of transactions using the filter columns headings.
VENDOR PORTAL OVERVIEW
In this example, I’ve entered SUCCESS in the Response column filter and hit the Enter key. This filtered my results down to only successful transactions. By determining the last
successful transaction I can determine what the next expected transaction should be.
VENDOR PORTAL OVERVIEW
For instance, the last successful transaction displayed here is a Previous Check-Out.
This means the system will expect the next transaction to be a Check-In (or Prev
Check-In). If the last successful transaction had been a Check-In, the system would
be expecting a Check-Out (or Prev Check-Out) to close out that attendance.
VENDOR PORTAL OVERVIEW
The Color Coded Attendance Report, accessed through the ATTENDANCE REPORT button, will display a calendar type view for all of the authorizations in a given month. You control the month displayed through the Reporting Period dropdown at the top
of the report.
VENDOR PORTAL OVERVIEW
Each authorization/child is on a row and each day of the month is a column.
When an attendance is recorded, the color of the cell for that child/day is
changed and a code is displayed to provide details.
VENDOR PORTAL OVERVIEW
The Codes are explained at the bottom of the report. This report is a quick
way to determine which children are missing attendance.
VENDOR PORTAL OVERVIEW
From the Reports menu, you can access the Vendor Payment Report Inquiry
screen to review your payment details for a specific payment period.
VENDOR PORTAL OVERVIEW
Enter the date range for which a payment was scheduled to see the
payment and press the SEARCH button.
VENDOR PORTAL OVERVIEW
Click the DETAILS button next to the payment you wish to review in more
detail.
VENDOR PORTAL OVERVIEW
The summary page shows how the payment was calculated at a high level.
Click on any of the blue hyperlink amounts to see the makeup of that dollar
amount.
VENDOR PORTAL OVERVIEW
The Payment Details screen shows each of the cases included in the payment, the
amount paid for that authorization along with fees and adjustments. Click on the
Total Amount for a specific Case to see the details for that payment.
VENDOR PORTAL OVERVIEW
This screen shows the paid units as well as the dollar amounts per
authorization on the case selected. Click on the paid units to see the specific
attendance.
VENDOR PORTAL OVERVIEW
This final level detail screen displays the attendance at the date level used in
the payment calculation.
NEW PORTAL FEATURES
• Broadcast Messages
• POSO
• Authorization Profile
• Password Expiration Notice
BROADCAST MESSAGE
The Vendor Portal allows VDSS to send broadcast messages to
vendors. Messages will appear immediately after logging into the
portal. Click the CONTINUE button to move to the main Vendor –
Profile screen.
POSO PROCESS
The Vendor Portal allows VDSS to send a POSO to vendors for
electronic acceptance. Unsigned POSO’s generate a broadcast
message on the portal. Clicking the child’s name in the message will
take you to the Authorization Profile screen.
POSO PROCESS
You’ll see the POSO information in the POSO Acknowledgement
section.
POSO PROCESS
Click the Preview POSO PDF link to view the POSO in a PDF format. This requires Adobe PDF reader or equivalent application to be installed on the local Vendor computer.
POSO PROCESS
The electronic POSO is 2 pages long and very similar to the current physical copy you receive. Before the POSO is accepted, you’ll notice the signature of Authorized Representative Vendor is blank.
POSO PROCESS
Close the POSO PDF and return to the Vendor Portal screen. There is a place for you to input your name and then press the ACKNOWLEDGE POSO button to accept the POSO.
POSO PROCESS
Press the OK button to accept the POSO or press Cancel to not accept
at this time.
POSO PROCESS
Pressing OK closes the popup window and you’ll see the POSO Acknowledgement section update with a POSO PDF link and the Name. Acknowledge POSO button is no longer clickable.
POSO PROCESS
Click the POSO PDF link and the signed POSO will display in your PDF
viewer.
POSO PROCESS
Notice on Page 2 there is an X in the Acceptance check box and the name
of the Vendor Representative is displayed with the date of acceptance.
AUTHORIZATION PROFILE SCREEN
The Authorization Profile Screen has some additional changes. There
is a Locality Information section.
AUTHORIZATION PROFILE SCREEN
There is also a new Select Status dropdown. This allows you to filter
the list of authorizations based on an Authorization’s Status. In this
example, there are 2 Authorizations – first one is Authorized status,
second one is Discontinued status.
AUTHORIZATION PROFILE SCREEN
There is also a new Select Status dropdown. This allows you to filter
the list of authorizations based on an Authorization’s Status. In this
example, there are 2 Authorizations – first one is Authorized status,
second one is Discontinued status. Those statuses show up in the
dropdown.
AUTHORIZATION PROFILE SCREEN
If I select Authorized in the dropdown, the list will only display
authorizations with a status of Authorized.
AUTHORIZATION PROFILE
Expanding the specific authorization now displays additional information.
PASSWORD EXPIRATION NOTICE
Vendor Portal Users with email addresses in their profile, will now
receive email notices 15 days prior to their password expiration date.
This will give them sufficient time to log in and update their password
before their account is disabled.
VIRGINIA E-CHILD CARE
VENDOR UPDATES 2019
TRAININGPhase 1 Updates