Addresses and Contacts

When you navigate to the Addresses sub-tab, all the address tiles displayed are in a collapsed view and displays only the high level address information for your account. By clicking on the down arrow on a specific address tile, the tile will expand to present additional information related to the address.  Once the address tile is expanded, you will also see four address type tabs - Ordering, Payment, Billing, and Administrative – which captures whether the address is being used for the particular address type.

Each address tile has a three-dot menu.  When clicked, this menu shows a set of actions that are applicable for the address.

Yes, but you cannot enter more than one address per address type during initial registration. Once your activation is completed, you can add or modify your addresses when you login to your VSS account.

• The Administrative Address tells us where the main administrative functions for your organization take place besides Ordering, Payment, and Billing.

• The Ordering Address tells us where a department may send orders to.  These would include purchase orders and contract information.

• The Payment Address tells us where to send your payments.  

• The Billing Address tells us where to send information for any payment you may owe us.   

You can add a new address by clicking the Create Address button.  You will then be redirected to the Create Address page where you can enter your new address via a 2-step process.  On the first step, the new address information is entered. On the second step, the Address Type and Contact information is captured.  Select the buttons at the top of the page to navigate through the process and finally choose the Save button when you are finished.  You can also select the Cancel button at any point if you determine that a new address is not needed.

The Pending Changes indicator is displayed for all Address and Contact records that have a change pending.  You can view any changes that have been submitted but have not been approved and applied to your account.  The Status will either indicate that the record is On Hold, New Change, or Pending Approval.  If you made changes to a record that is in Pending Approval, then your newly changed record will have a Status of On Hold, and will not be submitted for approval until the Pending Approval record has been accepted or rejected.

After entering your new address, you will be required to enter the contact for each address type you selected.  The contact entered can be the same for each address type.  You may select an existing contact or create a new contact for the address type.

An Edit action is provided using the three-dot menu if you wish to update your existing address or contact information. Selecting the Edit action will take you to another page where you can update the existing information.  Select the Save button when you are finished making your update or select the Cancel button if you determine that updates are not needed.  You can also remove an address or contact record by selecting the Delete action found in the three-dot menu.

When an address is added or updated, a pending change indicator is displayed on the address tile to let you know that the address tile has not been finalized yet and is under review.

Yes.  If any of the information displayed on this page is incorrect, select the Back button to modify the information now.  If the information is correct, select Save to save the address and contact information and continue your process.

Note: If a change is needed to the address information, then you must select the Edit Address action found in the three-dot menu within the Address tile.

Note: If a change is needed to the contact information, then you must select the Edit Contact action found in the three-dot menu within the Contacts tile.

The Active From and Active To fields determine when an address may be used when a department creates a purchase order, contract or payment.  Typically you can leave the Active From and Active To dates blank when creating a new address.  The system will then default the Active From date to the current date.  The Active To date will be left blank which means that this address is valid indefinitely.

As a department creates a purchase order, contract, or payment the system will compare the current date to the Active From and Active To dates assigned to your address.  If the current date is outside the range of your Active From and Active To dates then the system will not allow the purchase order, contract, or payment to be processed.  This is also how the system determines whether the address status is Active or Inactive.

The Active From and Active To fields determine when an address is active for the vendor so it may be used when a department creates a purchase order, contract or payment.  Typically you can leave the Active From and Active To dates blank.  The system will then default the Active From date to the current date.  The Active To date will be left blank which means that this address is valid indefinitely. You may update the Active To date at a later date to ‘deactivate’ the address and insert a new address to replace it.

Each time an update is made to your address it will be validated against postal code standards.

Yes, the updates made to a Contact on this page will be reflected when you view the Address Type information for a particular Address.

The Commercial and Government Entity (CAGE) Code is a five-character alphanumeric value used extensively within commercial and government entities. The CAGE Code System provides a standardized method of identifying a given facility at a specific location and must be in uppercase format. The CAGE Code field can vary by vendor location.

The DUNS field captures the Dun and Bradstreet account number assigned to the location used to uniquely identify an address during ordering.

The Extended DUNS field is used to support federal reporting and supplements the existing DUNS Number. This suffix is an optional reporting element for the Federal American Recovery and Reinvestment Act (ARRA) for grant reporting.  This field allows agencies to track activities by separate departments or other organizational levels by assigning separate extensions.  The Extended DUNS field cannot be populated unless the DUNS field is populated.

Once the address change has been submitted, the overall set of changes is displayed in a drop-down list next to the Pending indicator on the Addresses & Contacts tab.  There will also be an indicator on the specific address tile that has pending updates.  Once the address changes have been reviewed and approved, the address tile will be updated and the Pending indicator will be cleared.

There are three options for associating a contact to an address – for a particular Address Type row, select Related Action, and then click on Edit Contact, Assign New Contact, or Select Another Contact.  The Edit Contact action allows you to update the information of the existing assigned contact for that address type.  The Assign New Contact allows you to create a brand new contact record specifically for that address type.  And finally, Select Another Contact allows you to assign another contact that you already have on file for your account.

Once the contact change has been submitted, the overall set of changes is displayed in a drop-down list next to the Pending indicator on the Addresses & Contacts tab.  Once the contact updates have been reviewed and approved, the contact tile and all address types that use the contact will be updated and the Pending indicator will be cleared.

You only associate contacts with addresses (and specifically the address types), not vice-versa.