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No. 64 |
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No. 64 |
| Date: | November 15, 2000 | ||||||||||||||||||||||||||
| To: | All
Principals, Child Development Center Administrators, Division and Department Heads |
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| Subject: | ELECTRONIC
FORMS ROUTING AND APPROVAL (EFRA) SYSTEM—BOOK ORDERING FORMS AND GENERAL INFORMATION |
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| Department and/or Persons Concerned: | Principals, Division and Department Heads, Secretaries, and other staff processing Book Purchase Requests and Non-Stock Requisitions | ||||||||||||||||||||||||||
| Due Date: | December 1, 2000 | ||||||||||||||||||||||||||
| Reference: | None | ||||||||||||||||||||||||||
| Action Requested: | Effective December 1, 2000, all non-stock requisitions and book purchase request forms must be in the EFRA electronic format. | ||||||||||||||||||||||||||
Brief Explanation:
EFRA
Book Ordering Forms
There
are four book ordering forms within the EFRA system.
These electronic forms eliminate school mail time, provide greater tracking
ability from the school sites, and substantially reduce overall processing time.
The
four book ordering forms and their uses are:
·
Instructional
Materials Request – Textbook Long Form This form is used to order textbooks, and is the equivalent of the Book Purchase Request (BPR) long form.
·
Instructional
Materials Request – Library/Reference Long Form This form is used to order library or reference books, and is the equivalent of the Book Purchase Request (BPR) long form.
·
Instructional
Materials Request – Textbook Short Form This form is used to order textbooks assigned a district identification (ID) number (T00’s) and is the equivalent of the Book Purchase Request (BPR) short form.
·
Instructional Materials Request –
Library/Reference Short Form This form is used to order library or reference books assigned a district ID number (L00’s) and is the equivalent of the Book Purchase Request (BPR) short form.
Books
that have a district ID number, (L00’s or T00’s), can be viewed on EFRA by
placing your cursor in the ID box and clicking on the telescope at the top of the form. This will enable you to enter a title, author, ID
number, etc. to research textbook, library or reference titles that are assigned a
district ID number. This feature is only
available in the Instructional Materials Request, Library/Reference, (RS) or Instructional
Materials Request, Textbook (TS) EFRA forms. If
there are questions regarding the library/reference (RS) numbers, please call Betty
Vandivier, cataloging supervisor, at (858) 496-8486.
If there are questions regarding the textbook (TS) numbers, please call Rose
Romani, instructional materials services clerk, at (858) 496-8465.
These
new on-line forms are available in EFRA through the Request for Materials Form Category
menu, and are for book orders only. After
completing the on-line form, it is first sent electronically to the authorized site
administrator, and then on to the Budget Department for approval, prior to submission to
the Procurement Unit for procurement order processing.
General
Information for Electronic Book Forms
Navigation
through the book purchase forms is similar to that of the EFRA non-stock requisition. All of the fields must be completed, especially the ISBN field, to
ensure that the correct version of the book is ordered.
When ordering from a vendor catalog, if there is no ISBN number available,
it is acceptable to type in the vendor’s catalog part number in the ISBN field. Under vendor information, list vendor’s full
name, address, phone, and fax number. To
notify the buyer of any pertinent information such as: ship to site, pick up order,
discounts, and library processing specifications, etc., click on the “note” icon
located in the upper right hand corner of the requisition.
The exception to this is “lot” orders, which is outlined in EFRA
Non-stock Requisition Forms in the next section.
EFRA
Non-stock Requisition Forms
The
EFRA non-stock requisition is to be used for the following:
·
All
non-book commodity purchases such as office supplies, equipment, computer
hardware/software, janitorial supplies, furniture, etc.
·
“Lot”
orders—“lot” order requisitions are defined as having more than 25
different line items or book titles (less than 25 items or book titles should be typed as
individual line items on the appropriate book form).
·
“Pick-up” orders where the
books will be selected at the vendor’s store, and are written up as “One lot not
to exceed $xxx.xx, including all costs,” also fall into this category.
If
there is an attached list, click the field called “Attachments Included,” and
put a check mark in the box. When the form is completed, print a copy of the
EFRA form and attach it to the “lot” list before mailing it to the Procurement
and Distribution Department. Please include
three copies of the attachment. If the list
is readable (at least a 12 point font), it may be faxed to the Procurement and
Distribution Department at (858) 576-2475.
It
is more efficient and cost effective to make low dollar value purchases (less than $500)
using the San Diego City School’s procurement card, or the walk-through/pick-up
purchase procedure (outlined in Site Operations Circular 1019). These methods expedite the delivery of low dollar
value orders. Please refer to the Procurement
Card Policies and Procedures Handbook or contact Sandy Davis at (619) 725-7756 with any
questions about the procurement card procedure.
Return
For Credit or Replacement
The
new return for credit or replacement process for purchase order items is as follows:
1. Make a copy of the EFRA non-stock
requisition used for that order, and indicate how many and which line items are being
returned or exchanged.
2. A return is defined as any item
that was ordered in error by the site, and is being returned to the vendor for credit on
the purchase order. There is most likely
shipping and handling charges and/or restocking fees associated with this transaction.
3. A replacement is defined as any
item being returned to the vendor for exchange due to vendor error (i.e., over-shipment,
defective, wrong item sent, etc.). There is
usually no return charge associated with this kind of return.
4. In cases where there will be a return
charge from the vendor, and the original budget charge number is not applicable, clearly
write in the appropriate budget charge number on the EFRA requisition.
5. Write on the EFRA requisition: RETURN FOR CREDIT or RETURN FOR REPLACEMENT, and either fax it to (858)
576-2475 or mail to Procurement Customer Service, Cardinal Lane, Building M. If there are any questions about this process,
please contact Martha Woehler by phone at (858) 496-8012 or e-mail at mwoehler@mail.sandi.net.
Effective
December 1, 2000, all non-stock requisitions and book purchase request forms must be in
the EFRA electronic format. Until
that time, any hard copy requisitions should be mailed to the Procurement Unit, where they
will be converted into the EFRA format and forwarded to the Budget Department for
approval. Unless prior arrangements have been
made, any hard copy requisitions received after December 1, 2000, will be returned to the
site.
Training
is a pre-requisite for use of the EFRA system. Look for continued communication about training
sessions.
Questions
may be directed to the following:
Please
direct all other questions to the appropriate budget analyst or buyer. |
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| Richard J. Knott Controller |
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APPROVED: Henry Hurley |
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