WAREHOUSE REQUISITION QUICK REFERENCE GUIDE

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1 WAREHOUSE REQUISITION QUICK REFERENCE GUIDE RICHMOND PUBLIC SCHOOLS DIVISION OF PROPERTY AND SUPPLIES WAREHOUSE MINISTORE Clifford Cheek, Store Supervisor 2907 N. Boulevard Richmond, VA Phone: Fax:

2 BEFORE YOU PLACE YOUR WAREHOUSE ORDER, CHECK YOUR ACCOUNT BALANCE Sample budget codes... (It is very important to code your order according to who will be using the supplies) ART HEALTH & PE MATHEMATICS MUSIC NATURAL SCIENCE SOCIAL STUDIES KINDERGARTEN LANGUAGE ARTS READING REMEDIATION ELEMENTARY EDUCATION INSTRUCTIONAL SPECIAL ED-GEN GUIDANCE ELEMENTARY EDUCATION OFFICE SUPPLIES LIBRARY (MEDIA SERVICES) Steps to looking up your budget balance... SINCE THERE ARE VARIOUS ASSIGNMENT TITLES USED BY END USERS ON THE AS/400, SELECT THE OPTION FOR DECENTRALIZED PURCHASING & WAREHOUSE LOOKUP UNDER THE CURRENT YEAR CLIENT. PLACE THAT NUMBER IN THE ASSIGNMENT SELECTION AND PRESS ENTER. 2

3 Select Option 4 (Financial Management System Look Up) from the Decentralized Purchasing & Warehouse menu. 3

4 Upon entering the Financial Management System Look up, select Option 1 (Account Balance & Transaction Detail Lookup) to secure account balance information. 4

5 Enter an L in the first blank. Tab to the next field and enter your 19 digit type in the account code that you would like to use for the transaction. Make sure that periods are properly entered between the numbers. Please see the explanation of numbers below: FUND FUNCTION ORGANIZATION PROGRAM OBJECT

6 Your next screen will summarize the Account Balance and Transaction Detail Lookup. Tab down to the field to Display Control Account Balance and enter a Y for YES. 6

7 This screen gives you a summary of account information that exists from the beginning of the fiscal year. It lets one know exactly how much money is in the Control Account. Upon viewing this screen the end user knows how much money can be spent from this account. PRESS ENTER. 7

8 Press enter 2 times to get back to your Account Balance & Transaction Detail Lookup menu. Place an E in the first field to End (EXIT) this section. 8

9 Exiting the previous section will bring you back to the Financial Management System Look Up menu. Press enter to exit this menu and return to the Purchasing & Decentralized Warehouse Menu. YOU ARE NOW READY TO PLACE YOUR ORDER. 9

10 STEPS TO TAKE WHEN PLACING A WAREHOUSE ORDER... Select Option 5 (Decentralized Warehouse User). You are now ready to place your order. 10

11 Select Option 3 Requisition Batch Input to begin entering your Warehouse Requisition. 11

12 In the first field place the letter A to add a requisition batch. Tab to the second field and add a three digit batch number or alpha characters. In most instances, use your three digit location code. 12

13 If there is more that one keyer, please use different batch ID s (e.g, your initials. It is very important to remember your Batch ID when entering a requisition. 13

14 Write in a brief description so that Warehouse Technicians will be able to identify the delivery location. Press enter to go to your next screen. 14

15 Press enter to receive a Requisition Number. 15

16 You will now see the Requisition Batch Input screen. Please write down your Requisition Number for future references or do a print screen. 16

17 At the attention line, insert your name and Department where you are located. Additionally, please check your Default Account Code to make sure it is the one you wish to use for your transaction. You may also add any special instructions for the Warehouse Technician making the delivery to your location. If there are no instructions, this area can be left blank. Press Enter. 17

18 Begin entry for your requested warehouse items. Information can be obtained from the Stock Items Catalog (Decentralized Warehouse User menu, Option 2), or the catalog can be printed (Option 6 Print Stock Catalog In Alpha Order). Go to the end of the Reference Guide for instructions to print the catalog. 18

19 Place the desired number of items and tab to the Stock Item and input the stock number. Input as many stock items as you desire and press Enter. 19

20 After your stock items have been keyed, you will see a screen that lets you know how many items you have requested. Upon completion, press Enter. 20

21 The next screen gives a summary of what has been ordered, the stock number and Unit Cost. Additionally, the end user can view how much was spent on the order. 21

22 After the order is complete, place an E above the B in the word BEGIN to end the order. 22

23 The system will return to the Requisition Batch Input menu. Place an E in the first field to end the transaction/order. 23

24 Place an E in the first field to exit the Requisition Batch Input. Press the Enter key to return to the Decentralized Warehouse User menu. YOU ARE NOW READY TO PRINT YOUR BATCH EDIT LISTING... 24

25 Select Option 4 (Requisition Batch Edit Listing) on the Decentralized Warehouse User menu and enter. 25

26 The next screen will give you information pertaining to your Batch ID. Press Enter. 26

27 Press Enter again to send the Edit Listing to the designated AS400 default printer. Review the printed requisition to make sure you have no additions or deletions from your request. If you are satisfied with your order, return to the Decentralized Warehouse User menu and... 27

28 Select Option 5 (Requisition Batch Posting Decentralized) to complete your order. This option sends your order to the Warehouse to be filled and delivered to your location. THIS STEP IS IMPORTANT. Unless the order is posted, it will not be received by the Warehouse and will not be filled nor delivered. 28

29 Press Enter to post your order to night batch processing. 29

30 Press enter again to send your order. This will be seen in report format by the Warehouse Supervisor the next business morning. Your order will be filled and delivered to your location on the designated day of delivery. (Please see the Warehouse Delivery Schedule at the end of the Reference Guide to determine your date of delivery.) 30

31 If you wish to delete your requisition, press Enter to return to the Requisition Batch Input. Place a D in the first field. 31

32 On the next screen, you will be asked is it OK to delete the transaction. Place a Y in that field. Press Enter. 32

33 L To assure that your order has been deleted, place an in the first field of the Requisition Batch Input menu. 33

34 If the order has been cancelled correctly, the end user will receive a message that states, NOT ON FILE. 34

35 HOW TO PRINT A STOCK CATALOG Select Option 6 from the Decentralized Warehouse User Menu and press Enter. 35

36 You will next see a screen that states, Print Stock Catalog in Alpha Order. Press Enter. Your Stock Catalog can be retried from the default printer at your location. 36

37 The following is referenced on page 30. WAREHOUSE DELIVERY SCHEDULE... 37

38 Armstrong Franklin Military Thomas Jefferson George Wythe Elkhardt John Marshall Martin L. King Governor's School Huguenot Boushall Richmond Community Bellevue Richmond Tech South/ICTS Lucille M. Brown Bellemeade 5 FRIDAY SOUTHSIDE Henderson Fairfield Court Open High Argents Building Thompson Blackwell Primary REAL School/Henderson Chimborazo Binford Swansboro Blackwell Elem Ginter Park George Mason Albert H. Hill Westover Hills Ruffin Road Mary Scott Math/Science Center CCP Elizabeth Redd Oak Grove J.E.B. Stewart Hospital Ed Program (MCV) Clark Springs J. B.Fisher G. H. Reid Woodville Children's Hospital Ed. Prog Carver Southampton J. L. Francis Holton John B. Carey Patrick Henry Broad Rock Revised 8/14/12 RICHMOND PUBLIC SCHOOLS DEPARTMENT OF PROPERTY & SUPPLIES WAREHOUSE DELIVERY SCHEDULE EFFECTIVE July, MONDAY NORTHSIDE 2 TUESDAY EASTEND 3 WEDNESDAY CENTRAL 4 THURSDAY LONG WEST Overby Sheppard Virginia Treatment Center (515 North 10th St) Amelia Miles Jones Summer Hill Driver Education Range William Fox Greene Cerebral Palsy Preschool Learning Center at Maymont Norrell Mary Munford VA Treatment Center Thirteen Acres/Clark Springs 428 -Transportation Dept ACDC (Graves Bldg.) 119 West Leigh St Richmond Tech North ALL CITY HALL DEPARTMENTS

RICHMOND PUBLIC SCHOOLS DIVISION OF PROCUREMENT 2395 Hermitage Road, Vatex Building RICHMOND, VIRGINIA 23220-1307 ADDENDUM NO. 1

1 RICHMOND PUBLIC SCHOOLS DIVISION OF PROCUREMENT 2395 Hermitage Road, Vatex Building RICHMOND, VIRGINIA 23220-1307 December 4, 2015 ADDENDUM NO. 1 Invitation No.: RFP#15-6693-10 Dated: November 13, 2015