Vendor Orders Overview

Vendor Orders allows the district to increase inventory counts for existing ISBNs by creating vendor orders. Vendor sources are also documented in a vendor order and could include a depository, a local vendor, a publishing company, or your state’s education agency.  Once the items are received and in stock at the district level, they can be distributed to campuses.

Vendor Order Page

• Add - creates a new vendor order

• Show Completed  - displays Completed vendor orders (all items have been received)

• Grid Header Bar - clickable columns that will sort the grid information in ascending or descending order

• Vendor Order Name - displays the names given to the vendor orders (must be unique)

• Date Created - displays the date the vendor order was created

• Status - displays the overall status of the vendor order (not to be confused with the respective ISBN's statuses)

• Created By - displays the name of the user who was logged into TIPWeb-IM and created the vendor order

• Details - opens the Vendor Order Details page providing additional information specific to the vendor order

• Edit - opens the Vendor Order Details page and allows the editing of the vendor order

• Receive - opens the respective vendor order and allows the receiving of the shipment sent by the vendor

• Report - opens the respective PDF file formatted Vendor Order Report as of that moment in time
  

Vendor Order Details Page

• Order Name - displays the name given to the vendor order (must be unique)

• Status - displays the overall status of the vendor order (not to be confused with the respective ISBN's statuses)

• Funding Source - the source of financial resources used to purchase an item

• Date Created - displays the date the vendor order was created

• Created By - displays the name of the user who was logged into TIPWeb-IM and created the vendor order

• PO Number/Reference - an alpha and/or numeric purchase order number or reference information regarding the purchase of the items within the vendor order

• Publisher - name of the company publishing the respective instructional material

• Anticipated Arrival Date - date the items on the vendor order are expected to be received from the vendor

• Total # of Books Ordered - displays the total quantity of copies requested (all ISBN specific quantities combined)

• Total Value of Order - displays the overall values of the vendor order (quantity requested multiplied by ISBN unit price)

• Special Instructions - displays the notes regarding the items within this vendor order for the campus' benefit and/or to communicate with the district coordinator

• Report - opens the respective PDF file formatted Vendor Order Report as of that moment in time

• Delete - deletes the entire vendor order
  

• On Order Grid:

• • ISBN - displays the International Standard Book Number (generally a 10 or 13 digit number) requested on the vendor order

  • Title - displays the assigned name of the instructional material requested on the vendor order

  • SLC (State List Code) - displays the respective state assigned number associated with the ISBN

  • Ordered - displays the quantity requested respective to the instructional material requested on the vendor order

  • Received - displays the quantity received from the vendor
    

Edit Vendor Order Page

• Vendor Order Name - displays the name given to the vendor order (must be unique)

• Funding Source - the source of financial resources used to purchase an item

• Edit - opens the vendor order details
  

• ISBN Grid:

• • ISBN - displays the International Standard Book Number (generally a 10 or 13 digit number) requested on the vendor order

  • Title - displays the assigned name of the instructional material requested on the vendor order

  • SLC (State List Code) - displays the respective state assigned number associated with the ISBN

  • Publisher - name of the company publishing the respective instructional material

  • Price - displays the suggested replacement price for a single copy (which could be different than the purchase price)
    

• Inventory Summary Section:

• • Teacher Enrollment - displays the number of teachers scheduled to teach classes utilizing the selected ISBN (book course relationships are required for this to calculate accurately)

  • Student Enrollment - displays the number of students scheduled to attend classes utilizing the selected ISBN (book course relationships are required for this to calculate accurately)

  • Copies Owned - displays the current quantity of the selected ISBN your campus current owns

  • Copies Needed - displays the selected ISBN's quantity your campus is eligible based on Total Eligibility subtracted by the Copies Owned (book course relationships are required for this to calculate accurately)

  • On Order - displays the current quantity of the selected ISBN already on other vendor orders and not yet received

  • Copies to Order - a field to record the requested additional quantity of the selected ISBN

  • Add Textbook to Vendor Order - attaches the ISBN and the Copies to Order to this vendor order

  • Save - after adding at least one ISBN to the vendor order, saves the vendor order as of that moment in the status of Pending

  • Report   - opens the respective PDF file formatted Vendor Order Report as of that moment in time
    

• On Vendor Order Grid:

• • Edit Quantity - located on each ordered ISBN's row and opens the quantity ordered for the respective ISBN to allow changes

  • Remove ISBN from Vendor Order - located on each ordered ISBN's row and removes the respective ISBN from the vendor order

  • ISBN - displays the International Standard Book Number (generally a 10 or 13 digit number) requested on the vendor order

  • Title - displays the assigned name of the instructional material requested on the vendor order

  • SLC (State List Code) - displays the respective state assigned number associated with the ISBN

  • Anticipated Arrival Date - date the items on the vendor order are expected to be received from the vendor

  • Ordered - displays the quantity ordered on the vendor order

  • Price - displays the purchase price for a single copy (which could be different than the default replacement price entered on Textbook Details)

  • Received - displays the quantity received by the district from the vendor to date
    

Receive Vendor Orders Page

• Order Name - displays the name given to the vendor order (must be unique)

• Status - displays the overall status of the vendor order (not to be confused with the respective ISBN's statuses)

• Funding Source - the source of financial resources used to purchase an item

• Date Created - displays the date the vendor order was created

• Created By - displays the name of the user who was logged into TIPWeb-IM and created the vendor order

• PO Number/Reference - an alpha and/or numeric purchase order number or reference information regarding the purchase of the items within the vendor order

• Publisher - name of the company which publishes the respective instructional material

• Anticipated Arrival Date - date the items on the vendor order are expected to be received from the vendor

• Total # of Books Ordered - displays the total quantity of copies requested (all ISBN specific quantities combined)

• Total Value of Order - displays the overall values of the vendor order (quantity requested multiplied by ISBN unit price)

• Special Instructions - displays the notes regarding the items within this vendor order for the campus' benefit and/or to communicate with the district coordinator
  

• On Order Grid:

• • Show Complete  - displays ISBNs in the status of Complete (all copies of items on order have been received)

  • Receive All - located above the blue header bar, receives all quantities of all ISBNs shipped from the district on the respective Pick Ticket

  • ISBN - displays the International Standard Book Number (generally a 10 or 13 digit number) requested on the vendor order

  • Title - displays the assigned name of the instructional material requested on the vendor order

  • SLC (State List Code) - displays the respective state assigned number associated with the ISBN

  • Ordered - displays the quantity ordered on the vendor order

  • Price - displays the purchase price for a single copy (which could be different than the default replacement price entered on Textbook Details)

  • History - displays date(s) received and quantities received (partial shipments received are listed individually)

  • Copies - a field to record the quantity shipped by the vendor (it may not be equal to the quantity ordered)

  • Receive - receives the respective row's quantities of the ISBN shipped from the vendor