Surplus Property Management System

(SPMS)

Table of Contents

How to gain access to use SPMS

How to login to SPMS

Creating Disposal Requests (DR’s)

Authorizing Disposal Requests

Tracking Disposal Requests

Gain Access to use SPMS

UNCW home screen, keyword search surplus

Click the second link – Surplus Property: Warehouse Services

Right side of screen, under Quick Links, select Surplus Property (for departments)

Halfway down the page, click on Surplus Property Access Form

Complete this form and have your department supervisor sign it

Return completed form to: Warehouse Services, Campus Box 5921 or email to surplus@uncw.edu

mailto:surplus@uncw.edu

Logging in to SPMS

Log into U-Business

Select the Surplus Property link

Select the department in which you wish to enter a disposal request and click continue

Create a new Disposal Request (DR)

Once logged in, select Departments on the left side menu

Select Disposal Requests

At top of screen, select Add/Edit

At bottom of screen, select New then click OK

Proceed to select Contact Person, Date and Pickup Type

Pickup TypesI. Surplus Property Office Pickup: property will be picked up by Surplus Team

II. Self – Delivery: property will be delivered to the Surplus Warehousea. For self-delivery, enter Date and Estimated Time of delivery

Create a new Disposal Request (DR) cont…

If item is a Fixed Asset, in the Asset # field, enter in the asset number as follows –FAS00XXXXX

Enter the serial number of the item in the Serial # field, if known

Under the Item field, select a category that matches your item and click close

Proceed to select Building and Room # fields

Select the appropriate quantity of the particular item under the Qty fieldi. If item is a Fixed Asset, you can only select a quantity of 1

Create a new Disposal Request (DR) cont…

Next, choose a condition of the item

Skip the Estimated Value and Min. bid fields

For Distribution Account, select 000000-0000

In Model # field, enter model number if known

Skip Manfacturer, Acq. Cost and Acq. Date fields

Create a new Disposal Request (DR) cont…

Next, enter a detailed description of the item/items. You may also give instructions on where the item is located and any other pertinent information

Click the Save icon at the bottom right corner of the description text box to save each individual entry

i. Once saved, item will populate the open box below and more items can be entered

ii. As many items as desired can be submitted on one Disposal Request

To cancel an item entered, click the trash can to the right of the item

Create a new Disposal Request (DR) cont…

To upload an image, click the paperclip icon to the left of the item entered.

Once all items are entered, choose the person who will be authorizing the Disposal Request under the Authorized By field at the bottom left of the screen.

Lastly, click Save at the bottom of the screen to complete your Disposal Request.

Once the Disposal Request is Authorized, the surplus items will be scheduled for pickup or can be self-delivered to the Surplus Department.

Authorizing Disposal Requests

Log into U-Business and select Surplus Property Link

Select the Department in which you are authorizing

On left side menu, select Department and then select Disposal Requests

Choose the DR you are authorizing by searching Date Range or DR # and select it

Click Edit at the bottom of the screen and then click OK

Click the Authorized box in the bottom right corner of screen and then click confirm. This completes the authorization process.

Tracking Disposal Requests

To track the status of a disposal request, select the Disposal Tracking tab on the left side menu.

A disposal request will have the following status:i. Pending – awaiting to be authorized and scheduled

ii. In Progress – has been scheduled for pickup

iii. Complete – items have been picked up and received into Surplus Inventory

iv. Cancelled – disposal request line items are not received (deleted during approval or inventory receiving)

v. Closed – disposal request is marked as closed on the Disposal Tracking page

Q&A - Contact Info

Thanks for coming to Surplus training! Questions or concerns – email us at:

surplus@uncw.eduPhillip Knowles – knowlesj@uncw.eduMatt Craven – cravenw@uncw.edu

mailto:knowlesj@uncw.edumailto:cravenw@uncw.edu

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