Quick Reference Guide for Defense Users

My ID is ______________________________________

My Password is _______________________________

My On-Base Contact is _________________________

My ILS Account Manager is _____________________

Contents

Login .............................................................................................................................................................. 3

Overview......................................................................................................................................................... 3

Searching for a Part or Manufacturer ............................................................................................................ 3

Parts Availability Results ................................................................................................................................ 4

Condition Codes ............................................................................................................................................ 5

Send Request for Quote or Request for Information..................................................................................... 5

Create and Send an RFQ .............................................................................................................................. 5

RFQ Confirmation .......................................................................................................................................... 6

Customize Your Workspace with Perosnal References ................................................................................ 6

Company Profile ............................................................................................................................................ 6

Government Data ........................................................................................................................................... 7

Government Research Tool ........................................................................................................................... 8

Printing ........................................................................................................................................................... 9

Log Out .......................................................................................................................................................... 9

Send a Message Broadcast......................................................................................................................... 10

ILS Turbolink ................................................................................................................................................ 11

Questions or Difficulties ............................................................................................................................... 15

ILS DefenSe ServIceS Team

John Angelbeck, Senior Manager – Defense Solutionsjangelbeck@ILSmart.com ..............1-636-343-0382

Scott Fuessle, Area Manager – Defensesfuessle@ILSmart.com ...................1-800-233-3414

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Log In 1. Connect to the Internet, and then go to www.

ILSmart.com.2. Enter your ILS Username and Password in the

boxes in the upper right corner. (Username and Password are always lowercase and 0 is always zero)

3. Click “Enter”.

Overview Each tab across the top of your screen manages specific system capabilities:

• 1-Click Locator – Search for parts and review results files.

• ILS Exchange – Create and retrieve RFQ’s, Quotes, Invoices and Reports.

• Market Intelligence – Search and review related data such as government files (GRT), parts stats and pricing trends, or set up a Parts Watch to regularly monitor important parts availability and/or pricing.

• My ILS – Edit and personalize your company information including usage, profiles, prefer-ences and passwords.

• Additional Services – Broadcast a requirement worldwide, explore auction and web services capabilities.

Searching for a Part or Manufacturer1. In the 1-Click Locator section, enter a manufactur-

er’s part number, NSN, Mil-Spec, drawing number, or a NIIN. (When entering a NIIN, precede it with 4 zeros.)

2. Press “Enter” to add additional parts. You can expand this field to enter up to 24 parts.

3. When all part numbers are entered, click “Search”.

4. You can also cut and paste up to 24 part numbers from an Excel spreadsheet.

– Highlight up to 24 part numbers on your spread-sheet, and then use CTRL+C to copy.

– Click on the “Paste Number” tab, click inside the box, and use CTRL+V to paste the parts.

– Click “Search”.

5. To perform a wildcard search, place an open dash (-) at the end of the part number and click “Search.”

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Parts Availability Results Page

This page displays the list of companies that have the queried part listed on ILSmart. Results of a part search are listed in the following order:

• Preferred Vendors (if you have designated any)

• Government Suppliers with Certification - inventory updated daily (G + Platinum Star)

• Government Suppliers with Certification - inventory updated weekly (G + Gold Star)

• Government Suppliers - inventory updated monthly – Government Suppliers with Certification (G + Silver Star)

– Government Suppliers (G)

– Manufacturers (M)

• ILS Accredited Vendors – Inventory updated daily (Platinum Star)

– Inventory updated weekly (Gold Star)

• Remaining companies who list the part

All of the columns on this page can be sorted by clicking on the “Sort By:” drop-down menu and choosing the column name you wish to sort, i.e. “Condition”.

ILS Accredited Vendors (Platinum, Gold, or Silver Stars) are required to have one or more of the following certifications:

• ISO 9000• DLA Medallion• DCMA

Government Suppliers (G) must meet the following criteria:

• Ship within 72 hours when providedwith a credit card number

• Guarantee that all material is new ornew surplus

• Have a CAGE code• Qualify to sell to the government

Manufacturers (M) are suppliers who can manufacture the part to specification.

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Sending a Request For Quote (RFQ) or Request for Information (RFI) from the Parts Availability ResultsSelect one or more parts by checking the box in the left-hand column of the “Parts Availability” screen. Once all your selections are made, click the “Create RFQ” button.

Required fields are designated with a red asterisk.

Condition CodesNE = New equipment or product purchased from the manu-facturer or distributor. Traceability or certification information available if applicable. Tag or paperwork available. Packages are unopened.

NS = New surplus items have passed through multiple own-ers since their manufacture. They may or may not have trace-ability or certification but will have tag indicating zero time or cycles. Non-zero time or cycled items are listed in AR or SV conditions depending on results of bench check inspection.

OH = Overhauled items with zero time or cycle certified by an FAA, IAA, MOT, etc. repair station.

SV = Serviceable items are those removed from an aircraft with time or cycles remaining or those removed and bench-checked by authorized repair station or inspector. Items listed in this condition have tag if applicable.

AR = As removed from aircraft. This condition applies to timed/cycled out items that may or may not have indicating tag.

Creating and Sending an RFQ or RFIThe section above the part number is informa-tion that you can complete each time you create an RFQ or RFI. You can also set defaults for this information in My ILS under “Set Preferences” (see page 5 of this guide for details.) If you wish to at-tach document(s) to this RFQ, click the “Edit” link. Multiple attachments up to 2 MB can be sent with an RFQ.

Next go to the item information to verify that the quantity is correct, and change if necessary.

The “Suppliers Selected” section displays the sup-pliers you selected on the “Parts Availability” screen and their preferred method of receiving RFQs, by either fax or email.

When finished, click “Send RFQ”.

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“RFQ Sent” Confirmation and Tracking Your RequestsOnce the RFQ or RFI has been sent, the suppliers will be notified via email or fax, depending on their preference.

To see the quotes that are made in response to your RFQs and RFIs, hover over the “ILS Exchange” tab at the top of your screen and click on “RFQs & Quotes” from the drop-down menu.

Customize Your Workspace by Setting up Personal PreferencesYou can save a considerable amount of time by set-ting up your preferences.

You can access your preferences by hovering over the “My ILS” tab and clicking on “Set Preferences” from the drop-down menu.

From the “Preferences” screen, choose the “Ex-change” tab. Here you can set your preferences (click on the “Edit” hyperlink in each section) allow-ing you to:

• Automatically assign a tracking number to yourRFQs.

• Receive email notifications each time a supplierresponds to an RFQ you created

• Enter any comments you want to be automati-cally included with all outgoing RFQs.

• Attach a document, such as Terms and Condi-tions, to be automatically included with all outgo-ing RFQs

Company ProfileFrom the “Parts Availability” screen (see page 3) click on the company name hyperlink to view that company’s profile.

Information contained in the company profile includes supplier CAGE codes, Central Contract Registry (CCR), contact information, certifications, and items they sell and/or repair.

You can also visit a company’s website by clicking on the globe icon or the Website hyperlink at the top right-hand side of the company profile page.

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Government DataUse this option to view defense data that matches your part search. Verify part characteristics, view pricing, and find alternate part numbers.

To access Government Data, click on the “Govern-ment Data” tab on the left side of the “Parts Avail-ability Results” screen.

Check the boxes of the Government Files you wish to view, then click on the “View Details” button at the bottom of the screen.

Government Data files can include the following, (when available):

• FLIS (MCRL NSN to Part Number cross refer-ence)

• ML-C (Government Pricing info)

• MOE Rule

• Procurement History

• NHA (Next Higher Assembly, P2300 information)

• Technical Characteristics

• I & S (Interchangeability and Substitution)

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Government Data (continued)

Government Research Tool (GRT)

Overview of GRTAnother way to access government data is directly from the GRT page. Simply enter your item number (part number, NSN, NIIN, etc) and click Search. The GRT then returns any match-es for your search from the fields shown in the screen shot to the right.

GRT Advanced SearchThe Advanced Search within GRT allows the user to search specific fields or combinations of certain fields – saving time and helping filter for better results.

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GRT Batch SearchSearch up to 2,500 items at once and select the data you want to export from the results.

Print/Export ScreenCheck the boxes of the items you wish to print, or leave them unchecked to print all items.

Use the gray print buttons, not the print icon in your browser or the “File>Print” command.

*Print button also available at the top of certain, select pages. This button will take you to the Print/Export page.

Log OutClick the Logout link at the top of the page. If you forget to log out, the system will do it for you after 20 minutes of inactivity.

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Send Your Requests Worldwide Using Message BroadcastsMessage Broadcasts allow you to notify ILS suppliers if you have a critical need for a specific part that you can’t find in the ILS database.

Click on “Create Message Broadcast” in the “Most Recent Message Broadcasts” box on the “1-Click Locator” page, or by selecting “Mes-sage Broadcasts > Create” from the “Additional Services” tab at the top of any page in ILSmart.com.

1. Complete all of the fields, then click on “Preview” to review your message. If you are satisfied with your message, click on the “Send” button. If you need to make changes to your message, click on the “Edit” button.

*This service is provided at no additional charge to our Government users.

Sample Message Broadcasts sent by government users

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ILS TurbolinkSM takes you from an NSN report directly to the ILS results page from these tools, in seconds: RAC SMART, IHS HaystackTM, MTI AvcomTM, and Terabase Logiquest.

• Eliminates the need to re-enter username or password (after initial log-in)

• Performs search and returns results without re-entering data

• Streamlines research processes

SMART

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HaystackTM

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AvcomTM

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Terabase LogiQuestTM

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Need Help?If you have questions or difficulties, our in-depth Help System leads you to information dirctly related to yhe page you are viewing. The Help System is fully searchable and includes an extensive index to help you find the information you need. Simply click on the “Help” link at the top of any page in ILSmart.

1. Technical questions: Call Customer Support at 1-800-233-3414.2. If you lose your ID or password, contact Customer Support by email at custsppt@ILSmart.com, or by

Let us know how we can continue to help your organization increase pro-ductivity: If you answer “Yes” to any of the questions below, contact your Account Manager for additional information.

1. Do you have a requirement to run Bill of Materials (BOM) lists for avail-ability, pricing, and market trending information on a regular basis?

2. Would it save you time to have availability data integrated into a toolcommonly used by your organization?

3. Do you have a list of preferred vendors that you would like to searchfirst?

4. Do you have vendors not currently in the system that you would like tosee added?

5. Do you have a supply or warehouse of assets that you would like todisplay to a select group of team members, customers, or partners in asecure environment?

6. Do you search for the same part on a regular basis, and would like tobe notified every time stock is available?

7. Are you interested in exploring opportunities to sell, or expand currentyour sales, to the US Government?

8. Would on-site or online training improve your understanding of the func-tionality and features of the system?

Our customers’ satisfaction is our highest priority. Please contact us with your comments, ideas and questions.

Inventory Locator Service,® LLC8001 Centerview Parkway, Memphis, TN 38018, U.S.A.

+1-901-794-5000 (Worldwide) / 1-800-233-3414 (N. America) / Fax 1-901-794-1760ILSMART.COM

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