Please choose one the following Job Classifications below for instructions.
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• Fill out a blue requisition form listing the quantity, stock number, description of product and unit price.

• Keep the pink copy of the requisition form.

• Give the blue copy of the requisition form to the campus secretary to get principal approval and computer entry.

• When the products are delivered to you, check against your pink copy of the requisition form. Any backorders will be enclosed in brackets ( < > ) and will be delivered when merchandise is received at the warehouse.

BUDGET CODING INSTRUCTIONS
(When ordered by nurse staff)
When coding requisitions for the clinic supplies,
use the following budget code with the appropriate campus three digit insert:

199.33.6399.00._ _ _.1.99 

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• Please check the warehouse catalog first for your purchase of supplies.  If the supplies you need are not in the warehouse catalog, refer to the list of approved vendors for your purchases.  A separate blue requisition will need to be filled out for each vendor you order from.

•  If you are ordering from the warehouse, write Warehouse on the Suggested Vendor line. List the quantity, MISD stock number, description of product, and unit prices on each item.

• If ordering from one of the approved vendors, write in the vendor name on the Suggested Vendor line.  Please check and make sure the prices are correct and find out the estimated shipping charges for encumbrance purposes. List the quantity, part number, description of product, and unit prices on each item.

• Keep the pink copy of the requisition form.

• Give the blue copy of the requisition form to the campus secretary for principal approval and computer entry.

• When the merchandise is received, verify items with pink copy of the requisition form.  On warehouse orders, backorders will be enclosed in brackets ( <> ) and items will be shipped as soon as the warehouse receives them. 

•  If a return is necessary, circle the item(s) on your copy of the delivery order that needs to be returned and make a copy to keep for your records.

• Give the original copy of the delivery order, with the item(s) to be returned, to the campus secretary.  The secretary will send a request for return to the warehouse for credit processing and pick-up.

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As you receive requisition forms from the nurse, teachers and staff, please use the following procedures:

• Check requisition form for the appropriate supervisor's approval.

• Enter the correct budget code on the requisition.

Enter the requisition on the Warehouse Requisition System using the following steps:

• From the Staff Lookup Menu, choose WAREHOUSE MENU and press Enter. From the WAREHOUSE MENU, choose option 1, Warehouse Requisition Input. Press Enter, and the following screen will appear:

• Type a batch name for this requisition or the group of requisitions you are entering at location 1.

• Enter a description at location 2 (optional) for this requisition or group of requisitions and press Enter. The following screen will appear:

• Type A to add a new requisition at location 3.

• Put in the Location Code at 4; a list has been provided for you or you may press F4 to index the list of available codes. Press Enter and the following screen will appear:

• Write down requisition number on the blue requisition form.

• Input name of person that order will be delivered to on Attention line at location 6. Press Field Exit. (the plus key on the numeric pad) 

• Review the default date at 7; press tab to accept or type in correct date and press Field Exit. The format of the date is MMDDYY; type the number without slashes.

• At location 8, you may enter reference information. (optional)

• Tab past location 9. All items will be delivered as soon as we receive the merchandise from our vendors.

• Tab past location 10; no department codes were built into the system.

• Enter the correct budget code at location 11. The budget code you enter on this line will be entered on each line item listed on the requisition. (More than one budget code per requisition may be used as each stock item is entered).

• Type any special instructions at location 12. You can type up to three lines of 60 characters for your instructions. Press Tab to end one line and move to the next line. The special instructions will print out on both the posting report and the warehouse picklist.

• Press Enter and the following screen will appear:

• At location 13 type the quantity of the first item you want to order and press Field Exit.

• At location 14 type the Stock Item #. You may use warehouse stock numbers on the blue requisition or use F4, field-level indexing for a list of stock items. This will also show the current status of the stock items, including the number on hand and on order.

• The budget code at location 15 is the one that you entered on the third screen. To use this code, press Tab or change it to the correct budget code and press Field Exit.

• Tab at location 16. There are no Department Codes.

• Press Enter.

• The system displays the information at the top of the screen and displays the input fields again so you can continue to enter items.

• To stop entering items, press enter without entering anything in the input fields. The cursor moves to the command column in the upper left corner of the screen. To exit the line screen, type E in the command column at location 17 and press Enter. The second screen, Requisition Input, appears.

• To end the program, type E in the command field at location 3 and press Enter.

• For orders to print as a picklist, you must post the batch. Please refer to procedures for Warehouse Requisition Posting. 

This menu selection is optional. It is a review of the requisition or group of requisitions that you input and named in Warehouse Requisition Input. The detailed printout lets you check budget codes, stock items ordered, backorder information and if there is sufficient budget for this transaction.

• From the Warehouse Menu, choose option 2, Warehouse Requisition Edit Listing and the following screen appears:
  

  4/15/93 FY 93 CIMS III DEMONSTRATION DISTRICT 16:53:09 DSP13 WHS Requisition Edit Listing Ref: BCH.100.O1 Batch Name To List: 1 ____ Leave batch ID blank to display a list of all batches. F3=Exit F4=1ndex Fl2=Cancel Cancel? N

• At location 1, type in the batch name of the requisition or group of requisitions. If you do not remember the name, press F4 at location 1 and the system displays a list of batch names. Type a 1 beside your selection. Press Enter.

• The screen displays a submittal prompt. Enter steps to print edit listing.

WAREHOUSE REQUISITION POSTING

As requisitions are posted, the system automatically debits and credits the appropriate budget codes. (This will not post backordered items at this time, but will post them as stock is received in the warehouse.)

• Choose option 4, Warehouse Requisition Posting, and press Enter. The following screen appears.

• At location 1 type in the batch name of requisitions or group of requisitions you want to post. If you do not remember the name of requisitions, press F4 in location 1 and the system displays a list of batch names. Type a 1 beside your selection. Press Enter.

• The submittal prompt appears. Enter steps to print posting.

• After this step is completed, the Central Distribution Center personnel can print the pick list. Please refer to the delivery schedule for time of delivery.

• For emergency orders, call the Central Distribution Center at (972) 569-6475 after the posting process and inform them of the "rush order" and what time a representative from your campus will pick up the order.

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