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MSR CREATION PROCEDURES

The following procedures will explain how to create a warehouse requisition online in

place of the way you currently manually write your warehouse requisitions:

NOTE: THERE IS A SECTION AT THE END OF THE PROCEDURES FOR FAQ’S

(FREQUENTLY ADDED QUESTIONS). IF YOU HAVE QUESTIONS OTHER

THAN WHAT YO SEE IN THE PROCEDURES, PLEASE CHECK THE FAQ PAGE.

IF YOUR QUESTION IS NOT ANSWERED THERE, PLEASE CALL ME – I WILL

ADD YOUR QUESTION TO THE LIST. OTHERS PROBABLY HAVE THE SAME

QUESTION. THANKS, Ron I.

• Log in to People Soft

(http://quartz.lacoe.edu/Citrix/AccessPlatform/auth/login.aspx)

This is the first screen (below) that you will see after logging onto the website:

1 – In the User name box, enter your name exactly (must be lower case). Enter last name,

underscore ( _ ), then first name (see screen below):

2 – In the Password box, enter the password, citrix (all lower case)

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Select and left click onto the top right-hand panel ( PeopleSoft_763 ) – see below:

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Left click here…

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This is the next screen you will see:

Enter your Operator ID and your password in the boxes indicated (see the next screen):

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Next you will see the following screen:

Click onto the circle that says “Full Access” (see the arrow below):

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This is the next screen you will see (below) and you’re IN!!!

• Follow this path: Go > Control Inventory > Fulfill Stock Orders > Use 2 >

Material Stock Requisition > EZ Issue > Add

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This is what you will see:

• In the “Order No:” window, enter the “title date” of the requisition. This is 2-digit

location code and the current day’s date (i.e. if I placed a requisition from the

Administrative Center (AC) on July 14, 2010, the title date that I would put in the

“Order No:” window would be AC071410). (see the example below):

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NOTE: The “title date” will be your reference for any future inquiries into your

requisition. It will be saved in People Soft under this reference, and it will be printed on

your copy as well as the warehouse copy of your requisition.

The list of 2-digit location codes in the district are as follows:

LOCATION CODES FOR SITES IN THE HART SCHOOL DISTRICT:

SITE: 2-digit code (some sites have 3 digits)

Administrative Acenter AC

Arroyo Seco Junior H.S. AS

Academy of the Canyons AOC

Bowman H. S. BO

Canyon H. S. CA

Career Visions CV

District Copy Center DCC

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Golden Oak Adult School GO

Golden Valley H. S. GV

Hart H. S. HA

La Mesa Junior H.S. LM

Learning Post LP

Mainteneance & Operations MO

PAR Center PAR

Placerita Junior H.S. PL

ROP ROP

Rancho Pico Junior H.S. RP

Rio Norte Junior H.S. RN

Saugus H. S. SA

Spirit Court SC

Sequoia Charter School SCS

Sierra Vista Junior H.S. SV

School to Career STC

The Learning Center TLC

Transportation TR

Valencia H. S. VA

West Ranch H. S. WR

Warehouse WH

• After entering the title date (in this example, AC071410), hit OK. You will see

the following screen:

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• At this point, please set your keyboard for “CAPS LOCK”. All of the

information you key in to your order must be in caps so that we can retrieve

information in the future if necessary.

• Fill in the Name, Location, Account String, Item ID, and Quantity Requested (see

the window below):

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The four most commonly used account strings are:

PFA/SFA 01.0 00000.0 00000 27000 4315 XXX1XXX (your 7-digit site location)

Custodial 01.0 00000.0 00000 82000 4315 XXXXXXX (your 7-digit site location)

Library 01.0 00000.0 00000 24200 4315 XXX1XXX (your 7-digit site location)

Health Office: 01.0 00000.0 00000 31400 4315 XXXXXXX (your 7-digit site location)

The item ID can be found by using the drop down arrow next to the “Item ID” field or

else you may check your warehouse catalog.

When you enter the item ID in the “Item ID” field, the unit of measure, quantity

available, and unit price will automatically populate on the screen. At the end of the

process, when you print your copy of the requisition, your printout will include the item

ID, product description, account string, unit of measure, quantity ordered, unit price, and

total price of the requisition.

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NOTE:

your

account

string will

be different

from mine.

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• The requisition screen will initially allow you to enter one line item. To add

additional lines, hit the “F7” key on your keyboard. If you have added a line in

error, you may delete it by hitting the “F8” key.

• After you enter the item ID, your cursor will move to the “Qty Requested” field.

On the same line and to the right of your cursor will appear the quantity of that

item that is available in the warehouse. If the quantity you want is available, your

cursor will move to the next field. If there is not enough product available to fill

your order as requested, you will get a warning on your screen that will say,

* Insufficient Quantity Available *. Please do NOT order more than the

quantity available. At some point in the future, the system will be able to allocate

the available quantity and then create a back order for the difference. At this time,

however, back orders will NOT be created but you WILL be charged for the full

quantity ordered even though you will receive only the available quantity.

• Hit the “Save” button, and then print the MSR. Your requisition will be saved

under the “title date” you entered (see page 1 of these instructions). This will be

your source of future reference for your requisition. When you print the

requisition, this will be your copy. You should keep a copy for your records. Keep

it for future reference.

Please make a copy of the “Material Stock Request (MSR) Edit Report” for Silver

Veloz – sign and date it and then send it to him at the Accounting Department at

the District Office.

• The copy that you receive when you create the requisition is called the “Material

Stock Request (MSR) Edit Report”. If you choose to NOT print the requisition,

you may simply record the “title date” and save it for future reference since the

requisition may be found in People Soft on an “inquiry” screen using the title date

to locate it. (NOTE: the pathway for requisition inquiry is: Go > Control

Inventory > Fulfill Stock Orders > Inquiry > Order Fulfillment Inquiry…… enter

your requisition number (the title date) into the “Order No. field); hit the

flashlight; your requisition will appear. NOTE: there is a one-day waiting period

during which time the system updates prior to your being able to view your

requisition online.

• At this point, you have nothing else to do except wait for your product to be

delivered to your site. Warehouse personnel will pick and deliver your order

based upon their schedule and work load.

NOTE: Your requisition will be automatically routed to print out on the

warehouse printer the following business day. The copy that the warehouse

receives is called the “Inventory Picking Plan Report”.

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FREQUENTLY ASKED QUESTIONS

Q: How do I add onto an order I have already created?

A: You can add onto an order you have already created, but your add-on must be

done on the same day your order was created. If you wait until the next day to

make an add-on, you’ll need to create a new order. Follow the same process that

you used to create the original order with one exception:

When you get to Step 5 on page 8, which is

“Follow this path: Go > Control Inventory > Fulfill Stock Orders > Use 2 >

Material Stock Requisition > EZ Issue > Add”…… instead of the last step

(Add), change it to “Update/Display”. In the “Order No.” panel, enter the order

number that you created earlier in the day. Click OK twice. Your original order

will now be displayed. Put your cursor in any field on the last line of your order

and hit the F7 key. This will open up a new line for you. Note that the last item #

entered on your original order will appear as the item # on your new line. It

should also be highlighted in blue. Simply enter over that item # the new item #

that you want to add. Then proceed as if you were continuing with your original

order.

Q: How do I delete an item from an order I have already created?

A: You can delete an item from an order you have already created, but your

deletion must be done on the same day your order was created. If you wait until

the next day to make a deletion, you’ll need to contact someone at the warehouse

and make your request verbally as you’re your order has already been processed

online.

For same-day deletions, follow the same process that you used to create the

original order with one exception:

When you get to Step 5 on page 8, which is

“Follow this path: Go > Control Inventory > Fulfill Stock Orders > Use 2 >

Material Stock Requisition > EZ Issue > Add”…… instead of the last step

(Add), change it to “Update/Display”. In the “Order No.” panel, enter the order

number that you created earlier in the day. Click OK twice. Your original order

will now be displayed. Put your cursor in any field on the line of your order that

you want to delete and hit the F8 key. You will be prompted “Delete current

row?” Click on the “Yes” field and that line will go away.