Requisitions

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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.

Processing a requisition includes the approval process, ticketing process, and shipping process. When opening the Single Campus Requisition Details page, it will automatically load the respective tab (Approve, Shipping, or Receiving) based on the next step in the processing of the campus requisition.

Approving a Campus Requisition

The approval process allows the district to evaluate the campus' eligibility regarding the materials they are requesting in the campus requisition. The eligible quantity of each ISBN is based on established book/course relationship(s).

Navigate to Campus Requisitions using the following path:

  1. Inventory
  2. Orders
  3. Campus Requisitions
  1. On the Campus Requisitions page, verify the Single Campus tab is selected.
  2. Search for the desired existing campus requisition.
  3. Click on Details located on the respective campus requisition's row. This opens the Receive Campus Requisitions page. (Requisitions in the status of Submitted will open the Approve tab by default. Other statuses may require the selection of the Approve tab.)
  4. Evaluate each ISBN's quantity in the Ordered field.
  5. You have several options in the approval process:
    • Approve the ordered quantity by clicking on Approve Item, located on the same row.
    • Approve a lower quantity than ordered by editing the Approved column to the desired amount and then click on Approve Item, located on the same row.
    • Deny the ISBN ordered by clicking on Deny, located on the same row (no copies are approved or will be shipped).
  6. Click on Previous Page to return to the Single Campus Requisitions page or begin the ticketing process.

Ticket Approved Items

The ticketing process allows the district to identify the quantity to ship (based on district availability and approved counts), create a Pick Ticket for the approved ISBNs, and ship/mark the respective items as "In Transit." Pick Tickets are used by the district warehouse to pull the respective ISBNs and quantities to package in preparation to ship to the campus.

Pick Tickets can be customized by the district. Review District Preference options.

This process will also identify any back orders (defined as quantities not able to be shipped to the campus due to the district storage count).

  1. On the Campus Requisitions page, verify the Single Campus tab is selected.
  2. Search for the desired existing campus requisition.
  3. Click on Details located on the respective campus requisition's row. This opens the Receive Campus Requisitions page. (Requisitions in the status of In Progress and line items in the status of Approved will open the Shipping tab by default. Other statuses may require the selection of the Shipping tab.)
  4. Evaluate each ISBN's quantity in the "To Ship" field. Lower the To Ship quantity if necessary.
  5. Click on Prepare Ticket to prepare the Pick Ticket. This updates the respective ISBNs to a line item status of "Ticketed."
  6. Click on Pick Ticket to launch the Pick Ticket in a PDF reader. Print, save, and/or close the file using the PDF reader's controls.
  7. Click on "previous page" to return to the Single Campus Requisitions page or begin the shipping process.

Shipping Ticketed Items

The shipping process marks and ships the requisition. Packaged items, with a copy of the respective Pick Ticket, placed or ready to be placed on a delivery vehicle are reflected in Instructional Materials Management as "In Transit." Campuses cannot receive a shipment unless it is in the status of "In Transit." Once a requisition is in the status of "In Transit," the shipped items must be received prior to any additional items (from the same requisition) being placed "In Transit."

  1. On the Campus Requisitions page, verify the Single Campus tab is selected.
  2. Search for the desired existing campus requisition.
  3. Click on Details located on the respective campus requisition's row. This opens the Receive Campus Requisitions page. (Requisitions in the status of In Progress and line items in the status of Ticketed will open the Shipping tab by default. Other statuses may require the selection of the Shipping tab.)
  4. Evaluate each ISBN's quantity in the "To Ship" field. Lower the To Ship quantity if necessary.
  5. Click on Prepare Ticket to prepare the Pick Ticket. This updates the respective ISBNs to a line item status of "Ticketed."
  6. Click on Ship, located on the same row as the ISBN. This updates the line item status and the campus requisition status to "In Transit" and moves the item to bottom of the shipping grid.
  7. Click on "previous page" to return to the Single Campus Requisitions page or begin the shipping process.

Additional Notes

Approve Tab

On the Approve tab, Campus Transfer provides two related functions to identify materials not being utilized within the district:

  • Displays the total storage count located/distributed to other campuses with the district for the respective ISBN.
  • Clicking on the displayed number opens a window listing each approved campus for the respective title, their total inventory, their eligibility, and their not in use/storage count.

Approve All (located above the blue header bar) applies the counts located in the Approved fields for all eligible titles in the grid at one time.

Shipping Tab

On the Shipping tab, Re-Print Pick Ticket, when displayed and selected, allows the current Pick Ticket(s) to be reprinted until the respective ISBNs are received at the campus level (includes various versions of the shipment until the ticket number has been received by the campus level). After the shipment has been received, the pick ticket cannot be reprinted.

Any quantity higher than zero in the BackOrder column triggers the campus requisition name to display in red text on the Single Campus Requisition grid.

Prior to shipping, click Undo to remove an ISBN from the status of Ticketed and place it back in the status of Approved.

Ship All (located above the blue header bar) marks/ships the counts located in the To Ship fields for all eligible titles in the grid at one time to the status of In Transit.