Initiate a Site to Site Transfer

TIPWeb-IT allows items to be moved from one site to another site through the process called Site to Site Transfers.  The site currently storing the items initiates the transfer by identifying each tag and the destination site receives the transfer by confirming each tag received.

Initiate Transfer

Site to Site Transfers do not allow tags in the status of Lost or Stolen within a transfer.  Tag Search or Tags screen will help you verify the item’s current status.

HINT:  Scanning the Tag physically located on the item will reduce the possibility of adding the wrong tag number to the site to site transfer.

1. Click on Initiate Transfer under Tools Quick Links.

2. Using the Destination field’s drop down menu, select the site receiving the item(s).

3. Click on Go next to the Destination field.

4. For tagged items, scan or enter the Tag Number into the Tag field, located in the Tagged Inventory to Transfer section.

5. For untagged items, click on Untagged Inventory to Transfer to expand this section

6. Enter the product number in the Product Number field OR Search to select the desired untagged enabled product.

7. Enter the number to transfer into the Quantity field.

8. Click on Add Untagged Inventory.

9. Click Submit Transfer at the top right hand side of the Initiate Transfer window, located in the Actions section.  This puts the transfer in the status of Submitted.

10. ClickShip Transfer, the Sign for Transfer window opens.

11. Use your mouse or touch screen to digitally sign. Decline, Clear or Accept the Signature.

12. Click  to exit.

Setting up Approval Workflow for Transfers

This preference defines the approval or sign-off levels for the transfer of items. The approval workflow allows for up to 5 user approvals for a transfer before it can be shipped. Approval is based on user type or specific individuals.

1.      Click on District Settings under Management Quick Links. The Manage District Settings window opens.

2.      Click on Inventory Management Settings. The grid expands.

3.      Under Transfers: Site to Site, check the Initiated Transfers Require Approval box.

4.    Under Transfers: Site to Site, check the Inventory Received from a Site Requires Approval from Administrator.

7.      Click on  Save.

8.      Click on   to close the Manage District Settings window.

Note: Setting up an approval workflow affects four areas: User Types, Users, District Settings and Sites. Select links to view these help pages.

NOTE:

• If the district has enabled Restricted Funding Sources, the district has identified users who can approve the inclusion of restricted funding source tags to a site to site transfer. Once the transfer has been placed in the status of In Transit, no additional items can be added to this site to site transfer.

• The Transfer Ticket remains with a status of In Transit until all items are received in full.   Once the items are received, the status changes to Complete.

• Districts which have enabled the Restrict Shipping of Initiated Inventory Transfers preference for site user roles, will not see the   Ship Items icon if they are assigned the site user role.  

• If the tag(s) added to the transfer are an Asset Type of Component or Parent, an additional warning screen will display to verify the transaction.  Review Components Overview for more details.

• If an Approval Workflow has been established when the transfer reaches a status of Pending Approval, the appropriate e-mail notifications, if set, will be sent out. An approval progress indicator lets the user know the status of the transfer. A  lock indicates approval is still required from an appropriate individual; a  lock indicates approval has been received from an appropriate individual; a  lock indicates the transfer is for an approval level that is not yet available.

• User types are editable. To edit, click on User Types under Management Quick Links. The Manage User Types window opens. Click the  Edit icon on the line for the user type. The grid expands. Edit Approval Type, User Role, Approval Level and E-Mail Address. Click Save. Click  Refresh.

• If User is selected for an Approval Type, a specific user can be selected from the drop down menu.

• User Types, until applied to a transfer, can be deleted by clicking on the  delete icon.