The Material Requests/Orders window is used to request materials from other admin units within your organization. The requesting admin unit fills out the request form and select the admin unit that is to fulfill the request. The admin unit that fulfills the request updates the transaction by approving the transaction and updating the order status. Finally, once the materials are received, the requesting admin unit updates the order status to "Fulfill" and finalize the transaction clicking the "Approve" checkbox to complete the transaction.
The purpose of this lesson is for the participant to understand how the Material Requests/Orders process works. At the end of this lesson, the user should be able to perform a "Material Request" process successfully in the system. |
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In this example, we process a material requests/order by performing the following steps:
Login to the admin unit that is processing the material requests/orders (i.e. District 2)
1.Open the Material Requests/Orders window: Resources > Materials > Material Requests/Orders > Create Material Requests/Orders.
2. Right-click ln the Top Pane and select Insert. A new record/row is inserted into the pane with you admin unit defaulted as the Requesting District.
3. Click the Assigned Admin Unit dropdown and select the admin unit that you are are requesting the material from.
4. Enter the PO number in the Ext PO ID column (if applicable).
5. Click the Order Type dropdown and select the appropriate type.
6. Add your comments in the Comments column ( if applicable).
7. Next, right-click in the Bottom Pane and select Insert. A new record/row is inserted into the pane.
8. Click the Mat Class Code dropdown and choose the appropriate code.
9. Click the Material Master Code dropdown and select the right code.
10. Type a brief description of the material part in the Part Description column.
11. Enter the quantity being requested in the Quantity Requested column.
12. Enter the PO number in the Ext PO ID column (if applicable).
13. Updated the order status in the Top Pane from Pending to Requested.
14. Click the Save button to save the record. Click the Reload button to refresh the page. The page refreshes and the record is then moved to the Edit Material Requests/Orders window.
Next - Login to the admin unit that is processing the material requests/orders (i.e. State)
15. Open the Edit Material Requests/Orders window: Resources > Materials > Material Requests/Orders > Edit Material Requests/Orders.
16. In the Top Pane, enter the appropriate number in the Control # column (if applicable)
17. Click the Order Status dropdown and choose the ideal status.
18. Click on the Pick Day Calendar Icon and choose the right date for the transaction.
19. In the Bottom Pane, click the Order Source dropdown and select the right source.
20. Click the Approve Checkbox to approve the transaction.
21. Click the Save button to save the record.
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