Revised 6/2009

 

ES Order Shipment Procedure

 

A. All items are shipped directly to the ES. The orders will be shipped to the shipping address indicated in FRED.

To indicate your shipping address:

1. Log into FRED.

2. From View, select ES Detail

3. Type the address under "shipping address" even if the address is the same as your home address. Remember that almost all shipping companies will not ship to PO Boxes. (You may update your personal information here at any time, remembering that if it is mailing address change, you also need to contact hr@ieminc.org.)

 

B. For some orders, there will be an alert in the vendor notes that gives specific instructions regarding emailing an individual or not marking the PO done, etc. Please be sure to note the directions and follow them in order to not delay the processing of the PO.

 

C. Orders will be received by the ES in the mail, or in special circumstances, the ES may pick up materials from a vendor (if the vendor agrees) after the vendor has received the PO from the school.  (If in a special circumstance, the ES picks up the materials, the ES takes responsibility to see that they have received all the items they are signing for on the PO. This process is not explained to parents, as we want the pick-up to be at ES discretion, not at parent request.)

 

D. For all orders received by an ES, the ES verifies the contents of the box against the packing list. The ES then records the status of the order in the database. Log into FRED, click on View POs. Select the correct PO number (from the packing slip) from the list and record:

  • If an item has been canceled by the vendor and is indicated on the packing slip as “canceled” send this information to PO Inquiries.
  • Enter the correct number on each line for any items 'B/O'-backordered".Then Select "Mark All Recvd" button on the PO . This will mark the remaining items as received for you.
  • When a backordered item is received, remember to go back into the PO to mark just that item as received.
  • For computer orders and other electronic equipment, the ES needs to enter the serial number when applicable on the PO in the space next to the item, or on "view" materials, "items needing serial numbers" tab. This is for warranty issues that may arise.
  • For Service POs, do not mark "complete", but watch your PO list in FRED for a "date signed off" that indicates that the class is finished.
  • For a problem with a purchase order, go to FRED and click on the specific PO. Submit a PO Inquiry by clicking on that button on the PO .Be as specific as possible, please, about the problem. Vendor Relations will follow-up on any problems with an order, sending a shipping call tag or requesting a copy of the packing list, if needed. Please do not call vendors yourself, but allow vendor relations to do this for you.
  • For Orders that seem "late": Please wait 30 days after PO Process date before sending a VR inquiry regarding the PO’s delivery date. An exception to this rule might be for vendors like Office Depot, who usually send their POs after two weeks.  

 

E. ES stamps materials with school stamp (available from Area Facilitator) before giving materials to student. Have your parent sign either a copy of the packing list or a *parent receipt (printed from FRED on the PO detail) every time you leave materials with them, regardless of the price. The ES saves receipts in a file until the end of the school year for their referral.
*Note: The parent receipt printed from FRED has a disclaimer at the bottom as a safeguard to help prevent any misunderstandings that might occur regarding materials. This disclaimer is a helpful tool for the ES that is not present when the ES has the parent simply sign a copy of the packing list. Either way (using packing list or parent receipt), the ES should always remind the parent that they are responsible for all materials checked out.

 

F. When the invoice is received at the office, the order will be paid based on the information recorded by the ES on the PO form in the database. If the invoice received shows "complete", and the ES has not marked the entire order in, an email will be sent to the ES asking for information on the order before it will be paid. Please respond promptly to requests from those serving you in the office so that we maintain good relations with our vendors.

 

G. Please see note from Accounting regarding Receipts:

What we DO need from ESes are:

-receipts / ticket stubs etc. from prepaid purchase orders

-receipts attached if submitting an expense reimbursement. 

-actual invoice from a vendor requesting payment (usually only sent if vendor mistakenly uses ES address for billing address) It is helpful to send it to us with a note stating that the vendor sent it to you, so that we may clarify the billing address with the vendor. 

 

What we DO NOT need from ES's are:

-receipts for non-prepaid purchase orders

-pick-up slips / receipts

-packing slips, shipping documents, or any other paperwork for purchase orders.