1. Survey Supply Ordering System Overview
IPHIS

2. Overview

3. Benefits to the Survey Supply Ordering System
Web-based
Flexibility in ordering periods
Unlimited product descriptions
Photos
Cooperator access
Tracking products by programs
Inventory management
Integrated shipping communications
Better work flow – Approvals

4. Preparing to Place Orders
Many option or collapsed steps possible!

5. Preparing to Place Orders

6. Preparing to Place Orders
Step 1
Step 2
Step 1:
Planning meeting Discuss:
- Survey Priorities
- Pest Of interest
- Available resources
- Other needed topics
Note: This could be your CAPS meeting.
Step 3
Step 4

7. Preparing to Place Orders
Step 1
Step 2
Step 2:
Negotiation of Cooperative Agreement
Work Plans.
Being sure to:
1) identify who will provide survey supplies
2) Identify what are the target pests
3) Confirm alignment with priority pest
4) Perform other required aspects of review
Step 3
Step 4

8. Preparing to Place Orders
Step 1
Step 2
Step 3:
If PPQ will be surveying confirm alignment with
agency priorities and available allocations.
Being sure to:
1) identify who will need survey supplies
2) Identify what are the target pests
3) Confirm alignment with priority pest
NOTE: Not all PPQ locations perform survey work
Step 3
Step 4

9. Preparing to Place Orders
Step 1
Step 2
Step 3
Step 4
Step 4:
Survey Summary Form must be completed, prior to placing orders
Note:
This form will assist you in determining how many traps and lure to order.

10. Preparing to Place Orders
Step 3
Step 4
Step 5
Draft your survey supply order
PPQ and State should work together
Be sure to:
Confirm with all office locations
the following:
Current Supply needs
Left-over Inventory (if available)
Step 5
Step 5
Step 6
Step 6

11. Preparing to Place Orders
Step 3
Step 4
Step 5
Step 5
Step 6
Finalize and place order in the
Survey Supply Ordering System.
Detailed direction follow.
Step 6
Step 6

12. Placing Orders

13. Home Screen

14. Browse Catalog

15. Browse Catalog - Viewing Pictures

16. Viewing Complete Descriptions
Hold Mouse over product description to show complete Product Description.

17. Browse Catalog

18. Adding to Cart

19. Edit Cart

20. Edit Cart – Calculator (Optional)
Helps you calculate the number of lures.

21. Edit Cart – Calculator (Optional)

22. Edit Cart – Calculator (Optional)
A starting point. You must still enter the final numbers into the Edit Cart Screen.
Note: You need to add to the results for loss rates and malfunctions.

23. Edit Cart – Program Removal
You must determine which program’s supplies you will use.

24. Edit Cart – Remove Entire Product

25. Edit Cart – Remove Entire Product

26. Edit Cart – Remove Entire Product Continue Checking out
Returns you to Browsing Catalog Screen.

27. My Cart
IMPORTANT!!!!
Your cart be emptied if you log out of the system.
You must create the order prior to logging out to prevent deletion.

28. Continue Checking Out

29. Continue Checkout – Order Info
Order ID: Auto Completed
Order Date: Auto Completed
Organization: The RECEIVER’s organization must be Input – State, PPQ is fine.
Order Type: Select “New” unless told otherwise
Date Needed: Only one per order.
Able to receive freight:
No - if you need UPS or Fed Ex delivery, Inside delivery
Yes - If you have a loading dock and are able to receive pallets.
Comments: Enter Title of Projects.

30. Continue Checkout – My Contact

31. Continue Checkout – My Contact
The person placing the orders information is auto filled from IPHIS.
The order history and status will reside with this person.

32. Continue Checkout – Order Receiver

33. Continue Checkout – Order Receiver
You can edit all fields.
Will designate the Approval Chain.

34. Continue Checkout – Order Receiver
New Mexico’s Approvers will be responsible for this order.

35. Continue Checkout – Order Receiver

36. Continue Checkout – Use Existing Receiver
Tracks your previous receivers.
Click plus to add to current order.

37. Continue Checkout- Order Receiver
Multiple address can be entered for system generated notifications.
System notifications will ONLY occur :
After Final Approval or Decline
When Order is Shipped

38. Continue Checkout – Create This Order

39. Order Created

40. My Orders

41. My Orders - Review

42. Requesting Roles

43. Order Approval Ordering process will have 3 levels of approval
State Hub Policy
SPHD(State) Approver – You need to request this role in IPHIS to be a state approver.
SPHD(State) Approvers:
Place orders without additional state approval.
Approve orders destined to their state

44. Requesting and New Role

45. This person will only receive tasks for AZ orders needing approval
Requesting a New Role
This person will only receive tasks for AZ orders needing approval
To see receive tasks for other states that role and office must be requested.

46. Requesting Role
Your current roles are displayed here

47. Requesting a New Role - Office
SPHD(State) Approver - Must be associated with a SPHD Office.
Multiple Offices may be needed to approve orders in different states.
Cooperators may NOT be approvers.

48. Requesting a New Role - Role
Able to Place Orders:
Data Collectors
SPHD (State) Approvers
Regional Approvers
HQ Approver
Able to Approve Orders:
SPHD (State) Approvers
Regional Approvers
HQ Approver

49. Requesting Role
Your current roles are displayed here

50. Approving Orders

51. Orders pending approver all appear in your All Task Menu.
Approving Orders
Orders pending approver all appear in your All Task Menu.
Notice nothing for AZ!

52. Approving Orders

53. Approving Orders

54. Approving Orders

55. Approving Orders – Order Info
Confirm Organization is correct for receiver
Date needed is correct (After January 1, 2012)
Order Type is New
Freight is correctly marked
Read any comments

56. Approving Orders – My Contact & Order Receiver

57. Approving Orders – My Contact & Order Receiver
Review this information for accuracy
Not able to be changed
If there is an error, a new order must be created.

58. Approving Orders – Program Name/Ordered Quantity
Confirm Quantities are correct:
reasonable
align objectives
funding is available

59. Approving Orders – Program Name/Ordered Quantity

60. Approving Orders – Program Name/Ordered Quantity
Before
After

61. Approving Order -Approve
Move the order through the approval chain
will be sent notifying all people designated in the order of the final approval
New order needs to be created if product is still needed

62. Approving Order - Decline
Cancels the order
Removes the order from the system
will be sent notifying all people designated in the order of the decline
New order needs to be created if product is still needed

63. Approving Order – Correction Needed
Returns order to originator
No will be sent
Comments are required to tell originator of needed changes
Note: If the Catalog is disabled; data collectors and SPHD(State) Approvers will not be able to add new products; they will only be able to adjust quantities.

64. Approving Order -Cancel
Cancel – takes no action and returns you to previous screen.

65. Approving Order – Final

66. Managing Orders

67. E-mail Notification – Final Approval
Final Approvers comments only.

68. E-Mail Notification - Shipping with Backordered
Compare this information with the information on the order. The numbers may be more depending on packaging.
This product was partially shipped.

69. My Orders
My Orders Screen of person placing the order before final approval

70. My Orders - Final Approval

71. My Orders - Archiving Orders

72. My Orders - Archiving Orders

73. My Orders - Archiving Orders

74. My Orders - Archiving Orders

75. My Orders - Unarchive

76. Running Packing Slip Report in IPHIS

77. Confirm you Location and Office Location
Click on “Order Information Report”

78. Select Pending Shipments Only
Report will run but may take some time

79. All Pending Orders

80. Searching in a PDF
Use the “Find” Box in your PDF window to search.

81. Searching for IPSlu
Hit Enter

82. Searching for IPSLu

83. Saving/Printing a Packing Slip

84. Saving/Printing a Packing Slip
1) Select Current page

85. Saving/Printing a Packing Slip
Click OK to print a hard copy

86. Saving/Printing a Packing Slip
To save:
Select Adobe PDF from
Printer name dropdown
Click OK
NOTE: BE SURE CURRENT
PAGE IS SELECTED.

87. Saving/Printing a Packing Slip
Change File Name
(I use Order number and
A new file for each
Query)

88. Saving/Printing a Packing Slip
New PDF loaded

89. Running an Inventory Report in IPHIS

90. Confirm you Location and Office Location
Click on “Product Inventory Tracking Report”

91. Inventory Report