Virginia eChildCare System Updates 2019 · 5/11/2019 · AUTHORIZATION PROFILE SCREEN There is also a new Select Status dropdown. This allows you to filter the list of authorizations

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.


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.


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.


After logging in, most of the time you will be presented with the

Vendor Profile screen.


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.


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.


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.


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.


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.


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.


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.


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.


The Codes are explained at the bottom of the report. This report is a quick

way to determine which children are missing attendance.


From the Reports menu, you can access the Vendor Payment Report Inquiry

screen to review your payment details for a specific payment period.


Enter the date range for which a payment was scheduled to see the

payment and press the SEARCH button.


Click the DETAILS button next to the payment you wish to review in more

detail.


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.


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.


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.


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.


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.


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.


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

Documents

Virginia eChildCare System Updates 2019 · 5/11/2019 · AUTHORIZATION PROFILE SCREEN There is also a new Select Status dropdown. This allows you to filter the list of authorizations