district · a campus requisition is only editable in the submitted status . 1 . click on...

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HAYESSoftware SystemsHayes Software Systems © 2015 Version 9.3.0.0

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Campus Requisitions: Single or Multi?

TIPWeb-IM - District Training Manual 61support.hayessoft.com

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MANAGEMENT

Orders: Campus Requisitions

Overview

Campus Requisitions is a process to increase the inventory at the campus level . It can be placed by the campus or the district to order/requisition items supplied by the district . The district tracks all campus requisitions .

When a district ships items on a campus requisition (all or a portion) it will ship with a Pick Ticket . The Pick Ticket serves as a pick list for warehouse staff as well as a packing slip for campus staff .

If the district ships an item on two different pick tickets, those two shipments display separately under the Receiving tab . This means that the campus is able to receive each shipment separately according to the ticketed amount .

While in the Campus Requisition area, you can perform the following tasks:

• Create a campus requisition

• Approve or deny any item within a campus requisition

• Edit a campus requisition

• Ship any item within a campus requisition

• Receive a campus requisition

Did you know?

TIPWeb-IM is designed to assist in the ordering process by denoting, for each item selected, the number of copies a campus is eligible to order .

The eligibility is based upon the course assigned to the instructional material and the percentage assigned to student or teacher enrollment for the course .

Ask Our Customer Support Team! 1-800-495-599362 Hayes Software Systems

Campus Requisitions Introduction

The Single Campus tab is where you will process all campus requisitions .

Within this screen, the district can create a single campus requisition for specific campuses, approve/edit/deny requisition quantities, process/print pick tickets, ship requisition quantities, and, if desired, receive shipped quantities on behalf of the respective campus .

The Multi-Campus tab is where you can create multiple campus requisition at once for campus approved ISBNs .

Within this screen, the district can build and create campus requisitions for selected campuses for approved ISBNs . This is helpful when distributing the same ISBNs to multiple campuses (such as, beginning of the year replacement quantities and new adoption materials) .


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Single Campus Requisitions Introduction

Single Campus Requisitions Screen

Grid Header is clickable and will sort your campus requisitions (ascending or descending) by the menu item you select . Available menu bar items to sort by are: campus ID, campus name, requisition name, date submitted, and status .

Show Completed check box allows you to view campus requisitions where all items have been received/denied and the status of the requisition is Complete .

Edit Icon allows you to change quantities of items currently in the campus requisition and add or delete items . The grayed out edit icon serves as a reminder that only campus requisitions in the status of submitted are eligible to be edited .

Red Requisition Name indicates a campus requisition with at least one item in the status of back order . This means the district warehouse currently does not have enough of the item to ship to the campus .

Did you know?

A campus requisition can be named anything not used before .

Many districts have naming conventions they ask their campuses to follow . One common naming convention is:

[YY] [Campus #] [MMDD]

As the district coordinator, you may wish to consider implementing a naming convention for campus requisitions .


Campus Requisitions Introduction

Campus Requisitions Details Screen


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MANAGEMENT

Deny marks the item as denied (no copies will be approved or shipped) .

Campus Transfer column, located on the Approve tab, displays the total quantity available for transfer across all campuses . Clicking on the Campus Transfer quantity opens a window with inventory counts respective to each campus approved for the title .

Approve marks the item and the quantity entered as approved to be shipped to the campus .

Approve All marks all items on the screen and the respective quantities as approved to be shipped to the campus .

Prepare Ticket processes all of the approved items with selected quantities on the campus requisition and makes them ready to be printed on a Pick Ticket .

Print Pick Ticket creates a report which shows all approved items and their selected quantities for the district warehouse staff to use to pull and package an order .

Undo takes an item out of the status of ticketed .

Reprint Pick Ticket allows you to reprint the current pick ticket or previous versions of the current pick ticket (up until the items on the ticket are received at the respective campus) .

Ship marks the item as In Transit . This means it is packed up, loaded on a delivery vehicle, and headed toward the campus .

Ship All marks all items as In Transit . This means they are packed up, loaded on a vehicle, and headed towards the campus .

Receive allows you to receive (into the respective campus’ inventory) the selected item and the quantity listed for the campus .

Receive All allows you to receive (into the respective campus’ inventory) all of the items and their quantities listed for the campus .


Campus Requisition Status

Item Status

Campus Requisition Statuses

There are two important types of statuses for a campus requisition .

The Campus Requisition Status indicates the overall status,

The Item Status indicates the status of each item in the requisition .

The following page contains a complete list of the possible Campus Requisition Statuses and Item Status within each Campus Requisition Status:

Continued on next page


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► SUBMITTED - The district level created the campus requisition or the campus created and submitted the campus requisition to the district office .

Pending - This item has been submitted to the district office for approval .

► IN PROGRESS -

The campus requisition is in the process of being reviewed . Items may be approved, denied, and/or completed, pick tickets may be printed for approved item(s) .

Pending - This item is awaiting your office approval (this item has not been dealt with since submitted or since you created it) .

Denied - The request for this item has been denied; no copies will be approved or shipped .

Approved - The quantity listed for the respective item has been approved (this may be less than the original copies requested based on eligibility numbers and/or district inventory quantities) .

Ticketed - A pick ticket has been prepared and printed for warehouse personnel to pull and ship the approved quantity of the respective item(s) .

Complete - This item has been ordered, approved, ticketed, shipped, and received . There is nothing else to process regarding this item on this campus requisition .

► IN TRANSIT -

You have shipped at least one of the items within the campus requisition .

Pending - This item is waiting for your approval .

Denied - You have denied the request for this item; no copies will be approved or shipped .

Approved - The quantity listed for the respective item has been approved (this may be less than the original copies requested based on eligibility numbers and/or district inventory quantities) .

Ticketed - A pick ticket has been prepared and printed for warehouse personnel to pull and ship the approved quantity of the respective item(s) .

In Transit - The approved quantity of the respective item has been shipped (this may be less than the original copies requested based on eligibility numbers and/or district inventory quantities) .


► COMPLETE -

You have shipped and/or denied all item(s) on the campus requisition .


Denied - The request for this item has been denied; no copies will be approved or shipped .


Create a Single Campus Requisition

1 . Click on (Inventory) located on the Navigation Bar .

2 . Under the Orders subcategory, select Campus Requisitions .

3 . Verify the tab is selected .

4 . Click on (Add Req For Campus) to start a new requisition .

5 . Search for the respective campus .

6 . Click on the Campus Name . The row highlights to orange .

7 . Enter a name for the requisition in the Name this Requisition field .

8 . Click on (Next) .

Campus Requisition: Step-By-Step

Did you know?

Once a campus submits a campus requisition to the district, the campus CANNOT make changes to the campus requisition .

The district, however, can edit the campus requisition using the

(Edit) icon on the Campus Requisition’s details screen .

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9 . Use Search to find an item you want to add to the requisition .

10 . Click on the Title of the item . The row highlights to orange .

11 . Verify the Copies Needed field and use this number to help you calculate your Copies to Order . Enter the quantity you wish to order in the Copies to Order field .

12 . Click on (Add Textbook to Requisition) .

13 . Verify that the quantity you entered is correct for the title listed at the bottom of the page .

14 . To add multiple titles to this requisition, repeat steps 8 through 12 until all desired instructional materials have been added .

15 . Once the order is complete, click on (Save/Exit) ) .

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Edit a Campus Requisition

A campus requisition is only editable in the Submitted status .




4 . Search for the campus requisition you want to edit .

5 . Click on (Edit) in the respective row of the campus requisition you want to edit .

6 . Edit the campus requisition .

A . Add notes into the notes field .

B . Add items to the existing campus requisition .

C . Edit quantities of existing items by clicking on (Edit) in the corresponding row .

D . Delete existing items by clicking on (Delete) in the corresponding row .

7 . Click on (Save and Exit) .

Did you know?

Campus requisitions can be edited if they are in the status of Submitted .

You will see a green colored (Edit) icon on the

corresponding row if it is editable .

All other campus requisitions will have a grayed out (Edit) icon . This means you will not be able to edit that particular campus requisition .


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MANAGEMENT

Approve a Campus Requisition

A campus requisition can only be approved if it is in the status of Submitted .




4 . Search for the campus requisition you want to approve .

5 . Click on (Details) in the respective row of the campus requisition you want to approve . The Campus Requisition Details page opens with the tab already selected . All the titles requested are listed for you to evaluate .

6 . Evaluate each item’s requested quantity using the Item Summary information displayed .

7 . Click on (Approve) to approve the item and its requested quantity (you may lower the requested amount in the Approved column, if necessary) or click on (Deny) to deny a title .

8 . To return to the main Campus Requisition screen, click on (Previous Page) .

Did you know?

There are two ways to approve titles on a campus requisition .

Click on (Approve) for each title that you want to approve .

OR

Click on (Approve All) to approve all titles listed on the campus requisition .


Ticket Items in a Campus Requisition

Items on a campus requisition can only be ticketed if they are approved .




4 . Search for the campus requisition you want to create a Pick Ticket for .

5 . Click on (Details) in the respective row of the campus requisition you want to ticket for shipping . The Campus Requisition Details page opens with the tab already selected . All approved titles are listed .

6 . Verify the quantities in the To Ship column are accurate (you may lower the To Ship amount, if necessary) .

7 . Click on (Prepare Ticket) to prepare the Pick Ticket (approved items with no available quantities will be placed on Back Order at this point) .

8 . Click on (Print Pick Ticket) to print out a Pick Ticket (which can be used for warehouse staff to pull and package the items - it can also serve as a packing slip) .

Did you know?

You can also ticket items by ISBN on the Ticket By ISBN screen, located on the Inventory page (see Nice to Know section of this manual) .

This can be very helpful when large quantities of the same ISBN arrive at the warehouse .

Oops! What now?What if you accidentally ticketed a line item you do not want ticketed?

Click on (Undo), located on the respective item’s row . This takes the item out of the status of Ticketed and returns this item only to the Approved status .


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MANAGEMENT

Ship a Campus Requisition

Items on an In Progress campus requisition can only be shipped if the titles are approved, a pick ticket has been printed, and the item status is Ticketed .




4 . Search for the campus requisition you want to ship .

5 . Click on (Details) in the respective row of the campus requisition you want to ship . The Campus Requisition Details page opens with the tab already selected . All Approved and Ticketed items are listed .

6 . Verify the quantities in the To Ship column are accurate (you may lower the To Ship amount, if necessary) .

7 . After the items are packaged and placed on a delivery vehicle, click on the (Ship) icon in each respective row . This updates the item’s status to In Transit and moves it to the bottom of the campus requisition grid .

8 . To return to the main Campus Requisition screen, click on (Previous Page) .

Did you know?

There are two ways to ship a campus requisition:

1 . Use the Campus Requisition Details page . In this area, items within a campus requisition can be shipped: • By clicking on (Ship) in the row of each title • By clicking on (Ship All) to ship all items

OR

2 . Use the Quick Ship page to scan Pick Ticket barcodes to ship all ticketed items .


Receive a Campus Requisition

Items on a campus requisition can only be received if the status of the titles is In Transit .


2 . Under the Orders section, click on Campus Requisitions .


4 . Search for the desired campus requisition (must be in the status of In Transit) .

5 . Click on (Details) in the respective row of the campus requisition . This opens the Receive Campus Requisitions page and opens the Receiving tab .

6 . Locate the desired ISBN .

7 . Verify the quantity displayed as the desired count to receive, located in the Received field .

8 . Click on (Receive) in the respective row . OR Click on (Receive All) . This receives all items on the requisition at the quantity shipped .

9 . A confirmation message displays when all In Transit ISBNs have been received .

Why?

Why would a district office want to receive a shipment for a campus?

The district office may have established a time limit for campuses to receive (in TIPWeb-IM) their campus requisitions sent to them .

After the time limit has expired, the district receives the shipment on behalf of the campus .

This keeps the TIPWeb-IM instructional materials inventory up-to-date .

Oops! What now?What if a smaller quantity was physically shipped to the campus than the quantity listed as shipped on the Pick Ticket?

The district receives the reduced In Transit quantity for the campus . The shortage quantity is reflected on the requisition’s Shipping tab and inventory counts are updated respectively .


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MANAGEMENT

Multi-Campus Requisitions Introduction

Multi-Campus Requisitions Screen

Grid Header is clickable and will sort your campus requisitions (ascending or descending) by the menu item you select . Available menu bar items to sort by are: campus ID, campus name, requisition name, date created, and status .

Show Submitted check box allows you to view multi-campus requisitions that have been created and submitted (with all items approved or waiting to be approved on the Single Campus tab) .

Edit Icon allows you to add/edit/delete ISBNs within the multi-campus requisition . The grayed out edit icon serves as a reminder that only campus requisitions in the status of In Progress are eligible to be edited .

Submit Icon indicates the multi-campus requisition has not been generated and is in the status of In Progress . The grayed out submit icon indicates the multi-campus requisition has already been generated or there are no ISBNs assigned to the multi-campus requisition .

Did you know?

A campus requisition can be named anything which has not been used before .

The Multi-Campus Requisitions automatically adds a hyphen and the respective campus ID numbers to the requisition name once submitted - as seen on the Single Campus requisition screen .

If you require a district wide naming convention for all campus requisitions, keep this in mind .


Campus Requisitions Details Screen

Included Icon identifies ISBNs included in the multi-campus requisition .

Copies Needed is based on campus eligibility for the respective ISBN subtracted from the campus owned count . This can be a positive or negative number .

Copies on Order field allows a user to enter a quantity and then automatically saves the information entered . Advance to the next Copies on Order field quickly by using the Tab key on your keyboard .


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MANAGEMENT

Create a Multi-Campus Requisition




4 . Click on (Add Requisition) .

5 . Enter a name for the requisition in the Requisition Name field .

6 . Enter notes into the Notes field, if desired .

7 . Click on (Save) . The screen changes to display the Manage Multi-Campus Requisitions screen .

8 . Search for the desired ISBN .

9 . Click anywhere on the desired ISBN’s row . The lower half of the screen updates with a list of the campuses within your district which are approved for this ISBN .

10 . Locate the campus(es) you wish to send this ISBN to and enter the desired quantity in the respective Copies to Order field . When your cursor leaves this field TIPWeb-IM will automatically save the ISBN, selected campus and entered quantity to the multi-campus requisition .

11 . Within the ISBN grid, the respective ISBN’s row now displays an (Included) icon, located in the Included column . This indicates the ISBN has been added to the multi-campus requisition .

12 . Repeat steps 8 through 10 until all ISBNs and the desired campuses have been added to this multi-campus requisition .

13 . To return to the main Multi-Campus Requisition screen, click on (Previous Page) .

Multi- Campus Requisition: Step-By-Step


Edit a Multi-Campus Requisition




4 . Search for the desired multi-campus requisition .

5 . Click on (Edit) in the respective row . The screen changes to display the Manage Multi-Campus Requisitions screen .

6 . Search for the desired ISBN .

7 . Click anywhere on the desired ISBN’s row . The lower half of the screen updates with a list of the campuses within your district which are approved for this ISBN .

8 . Edit the multi-campus requisition .

A . Add copies to order to the existing multi-campus requisition .

B . Edit quantities of existing items by editing the Copies to Order field, located in the respective campus’ row . When your cursor leaves this field TIPWeb-IM will automatically save the ISBN, selected campus and entered quantity to the multi-campus requisition .

C . Delete existing items by clicking on (Delete) in the corresponding row .

9 . To return to the main Multi-Campus Requisition screen, click on (Previous Page) .


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Submit a Multi-Campus Requisition

This process generates single requisitions for each listed campus within the multi-campus requisition . Once you submit the multi-campus requisition, edits can only be made in the Single Campus requisition screen .




4 . Search for the desired multi-campus requisition .

5 . Click on (Submit) in the respective row . The confirmation window, Multi-Campus Requisitions Submission Confirm, appears .

6 . Click Continue . This creates single campus requisitions for each respective campus within this multi-campus requisition and changes the status to Submitted .

7 . Submission complete messages appear . Click OK . The Manage Multi-Campus Requisitions screen displays .

8 . Process each single requisition as you normally would within the Single Campus requisition screen .

district · a campus requisition is only editable in the submitted status . 1 . click on...

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