The Purchasing page allows an administrative district level user to create purchase orders, receive items, ship items to sites, and quickly assign items to sites while simultaneously recording essential purchasing data (purchase order number, purchase date, vendor, funding source, and quantity). The Attachments tab allows the user to attach files of up to 1MB to a purchase order. This could be an invoice, packing slip or copy of the initial purchase request.
A purchase order may contain multiple products. Items can be assigned/shipped to multiple sites.
Add Record 
- add a purchase order to TIPWeb-IT
Import
Inventory 
–
import inventory directly to a purchase order
Search Fields - located at the top of the Purchasing grid, allows a district administrative user to search for a specific purchase order using the Order ID, Purchase Date, Vendor, Status, Estimated Delivery Date, and/or Notes search fields
Edit 
- is located on each purchase order's row and is the process by which
an administrator may add/edit the respective purchase order's details
Selecting a purchase order allows a user to view details for the respective purchase order. The Details tab displays each purchase order's information as entered by the creator of the purchase order (site administrator or administrative level).
Purchase Order ID - an alpha and/or numeric purchase order number
Vendor - name of an individual or a company who provides/supplies products to your district (similar to a supplier)
Funding Request # - number assigned to the funding request covering the purchase of the product; necessary for the E-Rate report
Status - state of the purchase order (open purchase orders have full functionality, closed purchase orders prohibit editing overall purchase order details and adding additional products)
Purchase Date - date the purchase is submitted to a vendor and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect)
Estimated Delivery Date - date the items on the purchase order are expected to be received from the vendor
Notes - displays notes entered by the creator of the purchase order and/or a district level user
Selecting a purchase order allows a user to view the products associated with the respective purchase order. The Products tab displays each purchase order's product information as assigned by the creator of the purchase order and/or a district level user.
Edit
- is located on each product's row and is the process an Administrative
Administrator may edit the respective product related purchasing details
Product Number - the TIPWeb-IT assigned product number
Product Name - name of the product
Funding Source - the source of financial resources used to purchase an item
Account Code - an alpha and/or numeric code indicating a district specific financial tracking number
Ordered - quantity of the product ordered from the vendor
Received - quantity of the product received by the district from the vendor
Shipping - quantity of the product the district has shipped to respective sites
Tags Received - quantity of the product tagged and issued to a room on the respective sites
Status - state of the product within the purchase order ('Open' products have items left to be tagged, 'Closed' products have all been tagged)
Actions - functions allowing the district level administrator to affect each product's processing within the respective purchase order
Receive
- receives a quantity of the product
delivered to the district from the vendor
Ship
to Site 
- assigns available product
quantities to sites and allows the district level administrator
to assign and issue tags to a respective site's room
Delete
- deletes any product
assigned to the respective purchase order with no received items
Specific Product Information (click on the product to display the Details tab):
Purchase Price - amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price)
Ordered Quantity - quantity of the product ordered from the vendor
Received Quantity - quantity of the product received by the district from the vendor
Shipping Quantity - quantity of the product the district has shipped to respective sites
Available Quantity - quantity of the product received by the district from the vendor and not yet shipped to a site
Shipped to Site - a list of site names which have been shipped the respective product for this purchase order
Shipping - quantity of the product the district has shipped to respective sites
Received Tags - quantity of the product tagged and issued to a room on the respective sites
Status - state of the site's shipment ('In Transit' shipments have items left to be tagged, 'Closed' shipments have tagged all shipped items)
Actions - none at this time
Selecting a purchase order allows a user to add attachments to the respective purchase order. The Attachments tab displays any attachment details saved to the purchase order. It includes the type of file, file name, file size, and notes. The date the attachment was saved and the name of the person saving the file is displayed. The attachment can be deleted using the delete icon.
Add Attachment
- is
located under the Attachment tab and allows an attachment to be added
to the purchase order.
Browse – allows the user to search for the desired file to attach to the purchase order.
Notes – information pertaining to the file to be attached is inserted here.
Save
– saves
the attachment to the purchase order.
Cancel 
– cancels
the attachment of the file selected.
Purchasing Reports
The Purchasing page provides a report to be viewed/printed that exports all purchase order data into one report.
Purchase Order Listing - provides, in CSV format, a list of all the data displaying on the Purchase Grid. The report includes Order Number, Purchase Date, Vendor, Status, Estimated Delivery Date, and Notes.