ES Order Shipment Procedure

Revised 3/2008

ES Order Shipment Procedure

A. All items under $350 and computer orders are be 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 and Go.

3. Type the address in 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. If you will be ordering an item over $350, please submit it in on a separate PO that will be mailed to the school first, so that it will not hold up any other items you may be ordering from that vendor. Anytime an ES orders an item over $350 in the unit price area of a "Product PO" only, they do not mark the DONE button. It will be reviewed, then marked done by the office or the ES will be asked for more information on how the item will be used.

C. 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.

D. 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, as vendor relations will not be able to provide help on any PO if the ES has picked up the items instead of having them shipped. It is critically important that after the item is picked up that you mail the receipt for the item immediately to: IEM, Attention Accounting, 1166 Broadway, Suite Q, Placerville, CA 95667. This is needed for the school audit!

This process is not explained to parents, as we want the pick-up to be at ES discretion, not at parent request. Receipts for all POs are not mailed, only those picked up in this special manner)

E. 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 and Go. Select the correct PO number (from the packing slip) from the list and record:

First enter the correct number on each line for any items "'can'-cancelled" or "'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, the ES needs to enter the serial number on the PO in the space next to the item. 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.

F. 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 Materials Checkout sheet for every item you place with them, regardless of the price. ES saves packing lists in a file until the end of the school year for their referral.

G. 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.