Warehouse/Fixed Assets Annual Division of Business Services Training

Central Warehouse/Fixed Assets District Operations Complex 4309 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)

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

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 Requests for 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