Transcript Running Packing Slip Report in IPHIS

Survey Supply Ordering System
Overview
IPHIS
Overview
Benefits to the Survey
Supply Ordering System
Web-based
Flexibility in ordering periods
Unlimited product descriptions
Photos
Cooperator access
Tracking products by programs
Inventory management
Integrated shipping communications
Better work flow – Approvals
Preparing to Place Orders
Many option or collapsed steps
possible!
Preparing to Place Orders
Preparing to Place Orders
Step 2
Step 1
Step 1:
Planning meeting Discuss:
- Survey Priorities
- Pest Of interest
- Available resources
- Other needed topics
Note: This could be your CAPS
meeting.
Step 4
Step 3
Preparing to Place Orders
Step 2
Step 1
Step 2:
Negotiation of Cooperative Agreement
Work Plans.
Step 4
Being sure to:
1) identify who will provide survey supplies
2) Identify what are the target pests
3) Confirm alignment with priority pest
4) Perform other required aspects of review
Step 3
Preparing to Place Orders
Step 2
Step 1
Step 3:
If PPQ will be surveying confirm alignment with
agency priorities and available allocations.
Being sure to:
1) identify who will need survey supplies
2) Identify what are the target pests
3) Confirm alignment with priority pest
NOTE: Not all PPQ locations perform survey work
Step 4
Step 3
Preparing to Place Orders
Step 2
Step 1
Step 4:
Survey Summary Form must be completed,
prior to placing orders
Note:
This form will assist you in determining how
many traps and lure to order.
Step 4
Step 3
Preparing to Place Orders
Step 4
Step 3
Step 5
Step 5
Step 6
Step 5
Step 6
Draft your survey supply order
PPQ and State should work together
Be sure to:
-Confirm with all office locations
the following:
-Current Supply needs
-Left-over Inventory (if available)
Preparing to Place Orders
Step 4
Step 5
Step 6
Step 3
Step 5
Step 6
Step 6
Finalize and place order in the
Survey Supply Ordering System.
Detailed direction follow.
Placing Orders
Home Screen
Browse Catalog
Browse Catalog - Viewing Pictures
Viewing Complete Descriptions
Hold Mouse over product description to show complete Product
Description.
Browse Catalog
Adding to Cart
Edit Cart
Edit Cart – Calculator (Optional)
Helps you calculate the number of lures.
Edit Cart – Calculator (Optional)
Edit Cart – Calculator (Optional)
A starting point.
You must still
enter the final
numbers into
the Edit Cart
Screen.
Note: You need to add to the results for loss rates and malfunctions.
Edit Cart – Program Removal
You must determine which program’s supplies you will use.
Edit Cart – Remove Entire Product
Edit Cart – Remove Entire Product
Edit Cart – Remove Entire Product
Continue Checking out
Returns you to
Browsing
Catalog Screen.
My Cart
IMPORTANT!!!!
• Your cart be emptied if you log out of the
system.
• You must create the order prior to logging out
to prevent deletion.
Continue Checking Out
Continue Checkout – Order Info
Order ID: Auto Completed
Order Date: Auto Completed
Organization: The RECEIVER’s
organization must be Input –
State, PPQ is fine.
Order Type: Select “New” unless
told otherwise
Able to receive freight:
• No - if you need UPS
or Fed Ex delivery,
Inside delivery
• Yes - If you have a
loading dock and are
able to receive pallets.
Date Needed: Only one per order.
Comments: Enter Title
of Projects.
Continue Checkout – My Contact
Continue Checkout – My Contact
• The person placing the orders information
is auto filled from IPHIS.
• The order history and status will reside
with this person.
Continue Checkout – Order Receiver
Continue Checkout – Order Receiver
• You can edit all fields.
Will designate the Approval Chain.
Continue Checkout – Order Receiver
New Mexico’s Approvers will be responsible for this order.
Continue Checkout – Order Receiver
Continue Checkout –
Use Existing Receiver
•Tracks your previous receivers.
•Click plus to add to current order.
Continue Checkout- Order Receiver
Multiple e-mail address can be
entered for system generated email notifications.
System e-mail notifications will
ONLY occur :
1) After Final Approval or Decline
2) When Order is Shipped
Continue Checkout – Create This Order
Order Created
My Orders
My Orders - Review
Requesting Roles
Order Approval
Ordering process will have 3 levels of approval
State
Hub
Policy
SPHD(State) Approver – You need to request this
role in IPHIS to be a state approver.
SPHD(State) Approvers:
- Place orders without additional state approval.
- Approve orders destined to their state
Requesting and New Role
Requesting a New Role
This person will only receive tasks for AZ orders needing approval
To see receive tasks for other states that role and office must be requested.
Requesting Role
Your current roles
are displayed here
Requesting a New Role - Office
• SPHD(State) Approver - Must be
associated with a SPHD Office.
•Multiple Offices may be needed to
approve orders in different states.
•Cooperators may NOT be approvers.
Requesting a New Role - Role
Able to Place Orders:
• Data Collectors
• SPHD (State) Approvers
• Regional Approvers
• HQ Approver
Able to Approve Orders:
• SPHD (State) Approvers
• Regional Approvers
• HQ Approver
Requesting Role
Your current roles
are displayed here
Approving Orders
Approving Orders
Orders pending approver all appear in your All Task Menu.
Notice nothing for AZ!
Approving Orders
Approving Orders
Approving Orders
Approving Orders – Order Info
-Confirm Organization is correct for receiver
-Date needed is correct (After January 1, 2012)
-Order Type is New
-Freight is correctly marked
-Read any comments
Approving Orders –
My Contact & Order Receiver
Approving Orders –
My Contact & Order Receiver
-Review this information for accuracy
-Not able to be changed
-If there is an error, a new order must
be created.
Approving Orders –
Program Name/Ordered Quantity
-Confirm Quantities are
correct:
- reasonable
- align objectives
- funding is available
Approving Orders –
Program Name/Ordered Quantity
Approving Orders –
Program Name/Ordered Quantity
Before
After
Approving Order -Approve
Approve:
• Move the order through the approval chain
• E-mail will be sent notifying all people designated in the order of
the final approval
• New order needs to be created if product is still needed
Approving Order - Decline
Decline :
• Cancels the order
• Removes the order from the system
• E-mail will be sent notifying all people designated in the
order of the decline
• New order needs to be created if product is still needed
Approving Order – Correction Needed
Correction Needed :
• Returns order to originator
• No E-mail will be sent
• Comments are required to tell originator of needed changes
Note: If the Catalog is disabled; data collectors and SPHD(State) Approvers will
not be able to add new products; they will only be able to adjust quantities.
Approving Order -Cancel
Cancel – takes no action and returns you to previous screen.
Approving Order – Final
Managing Orders
E-mail Notification – Final Approval
Final Approvers
comments only.
E-Mail Notification - Shipping with
Backordered
Compare this information with the
information on the order. The
numbers may be more depending
on packaging.
This product was partially shipped.
My Orders
My Orders Screen of person placing the order before final approval
My Orders - Final Approval
My Orders - Archiving Orders
My Orders - Archiving Orders
My Orders - Archiving Orders
My Orders - Archiving Orders
My Orders - Unarchive
Running Packing Slip Report in
IPHIS
Confirm you Location and Office
Location
Click on “Order Information Report”
Select Pending Shipments Only
Report will run but may take some time
All Pending Orders
Searching in a PDF
Use the “Find” Box in your PDF window to search.
Searching for IPSlu
Hit Enter
Searching for IPSLu
Saving/Printing a Packing Slip
Saving/Printing a Packing Slip
1) Select Current page
Saving/Printing a Packing Slip
Click OK to print a hard copy
Saving/Printing a Packing Slip
To save:
Select Adobe PDF from
Printer name dropdown
Click OK
NOTE: BE SURE CURRENT
PAGE IS SELECTED.
Saving/Printing a Packing Slip
Change File Name
(I use Order number and
A new file for each
Query)
Saving/Printing a Packing Slip
New PDF loaded
Running an Inventory Report in
IPHIS
Confirm you Location and Office
Location
Click on “Product Inventory Tracking Report”
Inventory Report