Warehouse/Fixed Assets Annual Division of Business Services Training.

Warehouse/Fixed Assets

Annual Division of Business Services Training

Central Warehouse/Fixed AssetsDistrict Operations Complex4309 Warrior Drive Suite C

Functions

•Central Receiving•Fixed Assets•Moving Crew•Warehouse Stores Issues•General Supplies•Maintenance Supplies•Transportation Supplies•Custodial Supplies•Mailroom•Mobile Device Distribution Center

KACE Work Orders

https://kace.mcallenisd.net/userui/welcome.php

• Disposals/Transfer of Assets (Fixed Assets)• Table/Chairs (delivery and pickup)• Moving Crew (Moving)

• Please plan ahead

• We have a limited supply of tables and chairs

• Requests are on a first-come-first serve basis

• Log on to the MISD KACE USER PORTAL

• https://kace.mcallenisd.net/userui/welcome.php

Requests to Borrow Tables and Chairs

Requests to Borrow Tables and Chairs

• Two work orders are required when requesting tables and chairs

• First Work Order – Delivery of tables/chairs

• Second Work Order – Pickup of tables/chairs

• Identify the quantity needed, number of days required, location etc.

Central Receiving

• Items to be shipped to Central Warehouse, use PE ID S800 on purchase order.

• Fixed Assets

• High Pilferage

• Items that require the use of a forklift, pallet jack or other materials handling equipment

• All other items can be shipped to your site/campus.

Pitney Bowes SendSuite Desktop

• Used for tracking delivery of packages

• Web page: http://arrival.mcallenisd.net/dems/

• Events will indicate: Date/Time Received, Routed, Receivers Name, and Delivered packages.

New Classroom Furniture Request Form

• For new classrooms/increases in enrollment

• Requires approval from Connie Lopez

• Complete form and attach to KACE Work Order

• Be specific in description

• Include brand, model #, color, size, and other descriptors such as wood, metal, etc.

Moving Crew Work Requests

• Log on to the MISD KACE USER PORTAL

• https://kace.mcallenisd.net/userui/welcome.php

Moving Crew Requestsfor Computers

• Request should be submitted to the Technology Service Desk

• Use Hardware Category

• DOT staff will mark the computers for disposal

• DOT will forward Work Order to Fixed Assets Department

• No need to enter two work orders

• Submit Add/Transfer/Disposal form to the Fixed Assets Department.

Warehouse Stores Issues

• To place a Stores Issue, use SIOEUB

• Under SI – Stores Inventory, select OE and then UB.

• Click on the Add Mode symbol.

• Order ID – Click ellipse button to auto seed order number

Warehouse Stores Issues

• Description – Enter a general description for the entire order.• Year – Will default• Status – Will default to NW for New Order• Primary Warehouse – Click the drop-down arrow and select

WHS1 Central Warehouse or WHS 2 Maintenance Warehouse or WHS3 Transportation Warehouse

• Secondary Warehouse – Will default to user’s pre-defined security code.

• Requested By – Will default to user’s name.• Requested Date – Will default to current date.• Customer ID – Enter PEID for school or department.• When all required fields are entered, press Enter to save the

record.

Warehouse Stores Issues

• The Items tab will automatically be selected.

• Qty Ordered – Enter quantity for item being ordered.

• Product ID – Use ellipse button to access lookup to find product code.

• Account – GL will default, enter the entire account number.

Warehouse Stores Issues

• When all required fields are entered press enter to save the record. Make sure you get the Record Accepted message.

Mail Services Procedures

• District mailman services are conducted on Monday, Wednesday and Friday’s

• All mail services are for school related business only and are done through Central Warehouse Department for proper postage and billing

• All regular mail must be received at Central Warehouse no later than 2:30 p.m. to go out the same day

• Code all envelopes on the top left-hand side with your site number for proper billing

Monthly Postage Budget

• Campus personal must review past expenditures for postage and budget sufficient funds for 2014-2015 school year

• Utilize Class Object 6299

• Bring GL00027 when dropping off mail to ensure your account has sufficient funds

Standard Mail-Nonprofit Procedure

• To qualify for standard mail rates, mail must contain the following type of information:• Newsletters• Announcements• Booklets• Procedures

• You must have 200 pieces or more• Mail must be sealed.• Each piece must be identical in weight• Each piece must have the following notation on the upper right corner:

• US Postage Paid• McAllen, Texas • Permit #275• Non-Profit

• You may have the MISD Print Shop print this indicia on your envelopes

• If your mail qualifies for bulk rate, you will be required to process it as such

Standard Mail-Nonprofit Procedure

• You must include PS Form 3602-N with your mail and provide Central Warehouse with a “6299” account

• Retain a copy for your records• You must deliver your standard

mail no later than 2:30 p.m• The following information must

be filled:• Name & Address of

Campus/Department • Exact number of pieces• Signature of mailer and

telephone number

Express Carrier Procedures

• All express mail pieces must be brought to Central Warehouse and prepared by the user

• Must include a valid “6299” account • When using federal funds, obtain prior

approval from Federal Programs Director• Envelopes and labels for priority mailings

are available at Central Warehouse • All express packages must be brought to

Central Warehouse no later than 2:00 p.m

Carrier Rates

• Federal Express up to 8 oz.• Priority Overnight (Morning Delivery) - $18.00 Subject to change

• Standard Overnight (Afternoon Delivery) - $16.00 Subject to change• Lone Star Overnight up to 8 oz.

• (Service Area: Louisiana – New Mexico, Oklahoma, Texas only)• Overnight Ground (Afternoon Next Day Ground) - $3.43 Subject to

change• Next Day Air 10:30 a.m. (Morning Delivery) - $6.57 Subject to change• Next Day Air 3:00 p.m. (Afternoon Delivery) - $5.69 Subject to change

• DHL for International packages only

For questions & assistance contact

Javier Gallegos, Coordinator for

Warehouse Assets(956) 661-4442