UNITED STATES NAVY RESERVES CLOTHING …

1 UNITED STATES navy RESERVES CLOTHING acquistion POINT (CAP) administrator HAND BOOK Prepared by KYLOC Version 2 Contents 1. PURPOSE / SUMMARY .. 3 2. ACCESSING USNR CAP SYSTEM .. 4 USING A COMMON ACCESS CARD (CAC) .. 5 3. ANONYMOUS USER PROCESSES .. 7 READING NEWS AND DOWNLOADING FILES .. 8 HOW TO PLACE AN INDIVIDUAL ORDER .. 9 4. ORDER APPROVER PROCESSES ..14 MAINTAINING SAILOR PERSONNEL RECORDS (ORDER APPROVERS) ..14 Adding Sailor Personnel ..15 Editing Sailor Personnel ..17 SAILOR VERIFICATION PROCESS ..19 CREATING TRANSACTIONS FOR VERIFIED SAILOR (CURRENT ISSUE PAGE) ..22 Accessing Current Issue ..22 Viewing and Printing Current Issue Record ..24 How To Order Items ..24 Issue Ordered Items ..24 Creating Immediate Turn-In Transactions.

2 25 Creating Issue From Stock Transactions ..27 Creating Deferred Turn-In Transactions ..28 Date of Last Transaction ..30 History Transactions ..31 ORDER APPROVER ACCOUNTING ..32 ORDERS PAGE (ORDER APPROVAL AND EDIT/CANCEL) ..33 How To Edit/Cancel an Order ..35 How To Approve an Order ..36 DOCUMENT REGISTER ..37 Document Register - Pending Orders ..37 Document Register - Shipped Document Register - Received Orders ..40 Document Register - Resolve Deferred Turn-Ins ..41 REPORTS ..44 5. SUPER USER PROCESSES ..53 SUPER USER ACCOUNTING ..54 ADMIN MENU ..56 Manage Authorized Quantities (MRLs) ..56 Manage Users ..58 Manage UICs ..63 Manage Personnel ..68 Fix Incomplete Personnel ..68 Accounting Adjustments (Top and Mid) ..70 Add CNRF Account Balance ..71 Add REDCOM Account Balance ..72 Add UIC Account Balance ..73 News and Uploading/Downloading Files ..74 ADDITIONAL REPORTS ..77 3 1.

3 Purpose / Summary The USNR CLOTHING Acquisition Point (CAP) system is designed to capture CLOTHING orders to be filled by KYLOC. The system is used to establish and track individual issue CLOTHING records for sailors in the USNR. This includes storage of a personal CLOTHING issue record and the transactions that reconcile to that record (such as CLOTHING issues, turn-ins, etc.). The CAP system will provide administrative level control for the number and type of gear issued to USNR sailors. There are three authorization levels in CAP: 1. Anonymous Users: Any individual has LIMITED access to CAP without logging in with a username and password. Anonymous users can place orders for sailors who currently exist in the system and who have been verified (validated by the appropriate approving authority). The system controls the item quantity that can be placed for each sailor based on his current issue status and the current USNR authorized quantities.

4 Once placed, orders must go through an approval process. 2. Order Approvers: Order Approvers are required to log into CAP with a username and password. This user group includes supply personnel at the UIC level. Order approvers are responsible for: Adding and maintaining sailor personnel records for the UICs to which they are assigned. Creating and validating a sailor s initial CLOTHING record in the system (called verification). Creating transactions for verified sailors (such as CLOTHING issues, turn-ins, and issue from stock adjustments). Viewing historical transactions for each sailor. Viewing accounting funds available for KYLOC order approval process. Approving orders placed by anonymous users. Viewing pending orders and marking shipped orders as received (via the Document Register). Resolving deferred turn-ins. 3. Super-Users: Like order approvers, super-users are required to log into CAP with a username and password.

5 In addition to having access to the same CAP processes as order approvers, super-users can do the following: Manage user accounts in CAP. Create and maintain UIC information. Manage Sailor Personnel (same as order approvers). Maintain CAP funding accounts for CLOTHING purchases. Manage authorized quantities. Run reports. Post news articles and upload/download USNR command-approved files. 4 2. Accessing USNR CAP System To access the USNR CAP system: 1. Enter the URL in your Internet Explorer (IE) browser. This will display the KYLOC main page (below). This page lists links for all of KYLOC s customers. There is also a Contact DLA Troop Support / KYLOC link at the bottom-right which provides contact information for key personnel. 2. Click on the US Naval reserve link. This will display the USNR CAP login page (shown below). You can also navigate directly to the website by using the following URL: 5 Using a Common Access Card (CAC) With a Common Access Card (CAC) you can do the following: Log in with CAC to place an anonymous individual order Log in with CAC to place an individual order for an existing User ID If you would like to log in using a CAC, insert the card into your reader and click CAC Login.

6 Note: Your computer must have Active Client middleware and a CAC reader to log in using a CAC. 1. You will be prompted to choose a digital certificate (shown below). Choose the non-email issuer certificate and click OK. 2. You will be prompted to enter your CAC PIN. After entering your PIN, click OK. 3. You will be taken to the Main Page shown below. If the CAC you logged in with has a user associated to it, you will see your User ID at the bottom of the page. If the CAC is not tied to an existing user, the User ID will show as Anonymous. DOE, JANE DOE, JANE 6 Note: If at any point the system encounters a problem with your CAC authentication, you will see the error below. In this case close all instances of your browser. Re-open your browser and try logging in again. 7 3. Anonymous User Processes All users (including anonymous users without a CAP login account) can do the following: Read news posted by authorized USNR personnel.

7 Place Individual Orders for sailors. Check the ship status of a specific document number Note: Orders can only be placed for sailors who have been entered and verified in CAP by authorized USNR personnel. 8 Reading News and Downloading Files All users can access news and download approved files (such as user manuals) by clicking on the News link at the main CAP menu. This displays: NEWS - This button gives you the news about current issues posted by authorized USNR personnel (see below). Notice that you can also navigate to the Download page from here. DOWNLOAD- This button displays a screen which allows you to download files posted by USNR command personnel. To download a file, click on the file name. 9 How to Place an Individual Order Anonymous users can place orders for sailors who have been added in the system and verified by authorized USNR personnel. The system controls the item quantity that can be placed for each sailor based on his current issue status and the current USNR authorized quantities.

8 To place an order for a sailor: 1. Click Individual Order at the main menu. This will display the Sailor Order Lookup page (below). 2. If you are logged in with your CAC, you will see a shortcut to order for yourself. Click Order. Note: The DOD link can be used to find a sailor s EDI-PI in conjunction with your Common Access Card (CAC). After clicking the link, you will be prompted to enter your CAC PIN. You will be directed to the DOD Global Directory Service website. From here you can search for an individual sailor s EDI-PI. Additionally, the EDI-PI is printed on the back of newer CAC cards. 3. Enter the sailor s EDI-PI and click Submit. If the EDI-PI is not found, you will be prompted to contact your order approver (below). 10 4. If the sailor for the EDI-PI you entered is in the system, but not verified, you will also be prompted to contact your order approver (below). 5. If the sailor for the EDI-PI you entered is in CAP and is verified, you will be directed to the order header info page (below).

9 Note: If the sailor s personnel information displayed here (such as UIC, Rank, Gender) is incorrect, you will need to contact your order approver. 11 6. You will select the Transaction Type from the drop-down box. There are two transaction types for the issue of CLOTHING . These include: Initial Issue (seabag)-RA Replacement Issue (seabag)-RB 7. Select the urgency from the drop-down box. These include: Priority (2-4 Days) Routine (10 Days) 8. When finished entering header information, click Submit. This will display the items page (below). Note: The Click Here for Detailed Article Information link will show item descriptions and sizing charts. 9. Select the item quantity and sizes from the drop-down and list boxes (see above). The system controls the quantity you can order via the following calculation: Quantity Available To Order = ((Authorized Quantity or Authorized Active Quantity) - Issued Quantity - Requested Quantity) 12 You can now order tapes individually without them being sewn on a garment.

10 You are limited to ordering a maximum of 3 and will be restricted on which tapes are available to you based on your rank. When you select the NWU Blouse, Trousers, or Parka, the appropriate NWU name and service tapes will be automatically added to your order. 10. When you are finished selecting items, click the View Order at the bottom of the page. This will display a summary screen for the items you have select (see below). 13 11. Using the buttons at the bottom of the screen, you can submit the order, cancel it, or go back to change sailor header information or items. Notice the document number and individual s name near the top of the screen. Important! Your order is not complete until you click Submit Order. 12. When you click Submit Order, you should see the following confirmation screen (below). At this point the order is awaiting approval by your order approver; not until the order is approved will KYLOC download the order for fulfillment.