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 or Serial Number into the Tag/Serial 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 an alphanumeric value in the Identifier field.

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

9.     Click on Add Untagged Inventory.

10.  For transfer notes, click on Transfer Notes to expand this section. Type any notes regarding the transfer in the text box.

11.  Click save.PNG Save. You will receive a “Transfer Notes Saved” message.

12.  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.

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

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

15.  Click on go.PNG Close to close the Initiate Transfer window.

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.

5.     Click on save.PNG Save.

6.     Click on go.PNG  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.

·         If entering the serial number in the Tag/Serial field returns a single matching record, the tag number is displayed in the field and the asset is added to the transfer.

If entering the serial number in the Tag/Serial field returns multiple matching records, select the tag number from the displayed list and the asset is added to the 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.

·         Transfer Notes communicating specific details about a transfer can be added when initiating a transfer. They can be edited in various stages of the transfer: while the transfer is in the status of New, Pending Approval or Submitted (for Site to Site Transfers or Site to Warehouse Transfers); and while the transfer is in the status of New, Pending Approval, Submitted, Delayed or Scheduled (for Warehouse to Site Transfers).

·        Transfer Notes will display user name of note creator, time and date created. ONLY the note creator can edit or delete a note they have posted.

·         The Identifier is an alphanumeric value of up to 25 characters (such as a serial number) used to provide extra identifying information of untagged inventory. The Identifier is associated with the quantity of the untagged inventory entered. No two quantities of the same product can have the same Identifier.