Warehouse/Fixed Assets Annual Division of Business Services Training

1. Warehouse/Fixed Assets Annual Division of Business Services Training

2. Central Warehouse/Fixed AssetsDistrict Operations Complex4309 Warrior Drive Suite C

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

4. KACE Work Orders • https://kace.mcallenisd.net/userui/welcome.php • Disposals/Transfer of Assets (Fixed Assets) • Table/Chairs (delivery and pickup) • Moving Crew (Moving)

5. Requests to Borrow Tables and Chairs • 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

6. 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.

7. 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.

8. 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.

9. 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.

10. Moving Crew Work Requests • Log on to the MISD KACE USER PORTAL • https://kace.mcallenisd.net/userui/welcome.php

11. 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.

12. 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

13. 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.

14. 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.

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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. For questions & assistance contact Javier Gallegos, Coordinator for Warehouse Assets (956) 661-4442