Ordering

Hello there. I am going to get you

through and talk about how to make a

purchase order and all the processes

that happen. So, the first thing that

you're going to see is this is your

requisition form. And this is important

for when you're needing to purchase

something for either the aiology or the

DHH team. And so this looks a little

daunting at first, but it's really,

really easy once you get the hang of it.

I'm just going to show you it blank, but

I'm going to go back here. And so I'm

going to go to this year's.

It's going to look something a little

like this when you actually fill it out.

So the biggest thing that you want to

make sure is to put the company's name.

You're going to put the address. Make

sure to put their phone and their facts.

And then you're going to want to put who

it's going to go to because you don't

want things to be mixed up. So make sure

to specify aiology or DHH. And then

you're also going to put student/school.

So for example, this was the student

that had this device. So you're going to

want to put it right in here. But you're

going to have some purchase orders where

that doesn't really apply. And for

things like that, if it's within aiology

stuff, you can put things like hat,

which means hearing assisted technology,

and I made sure to put that in the

binder. So, if you need to go back and

look at that, it is in there. Um, you

can also put uh hearing screening

supplies or hearing screening supplies

for next year. And those are both valid

responses for this part. They just want

to know why it's being purchased. DHH

doesn't really need that. But if they

specifically are getting something for a

kid, then I would just put the child

down. If it's not for uh any one of the

students, then you don't have to put

anything down. But as you can see,

you're going to put the item number, and

you can just put one, and it'll

automatically put 00.

how many the cost. You don't need to

really fit do these. Um, for a repair, I

would highly recommend that you put the

serial number right there. If not, then

put it in the item description. But this

is a little better because it's easy to

read. And then I put in here repair out

of warranty as the description.

And then you're going to put the cost,

which you don't need to really do that

because once you put it right here, it's

going to automatically send it right

over here. The other thing that you want

to make sure to do is you want to make

sure to put the account number because

the best way I could explain it is

you're almost making Santa's letter

where everyone else are the elves that

are making the toys and stuff. You are

just creating the letter to say this is

what the aiology wants. this is what the

DHH wants. And so you you put the

account number as just a nice thing so

that they're able to access and purchase

or do whatever they need to do. And then

you're going to put your shipping and

the total will be automatically added

once you put the shipping.

Then

now before you submit your requisition

form, the biggest thing that you want to

also make sure to do is you want to have

the vendor quote because this will show

how much everything is. So you could as

you can see has our account number and

everything and then the model serial

number how much and this is what you

will attach with your requisition form

and as you can see there's also a file

under the aiology which I'll go back to.

So if you scroll all the way down until

you get into the letter P. Let's go

right here. So, it's going to be right

here. Click on that. And then you're

going to scroll down to the school's

current school year. So, this is 2025

2026. So, I'm going to click on here.

And these are the places that you're

going to put a lot of your forms in. So,

as you saw, I put a lot of the

requisition forms in here. And then I

put a lot of the vendor quotes in here.

And yes, as you can see right here,

you're going to want to put even quotes

from things like Amazon because as long

as it's a purchase and they need to have

proof of how much things are, you want

to keep that as a receipt as a just in

case. The other thing that's in here as

well is the repair/replacement.

Now, this one's empty because there's

nothing that really needed to. Um, but

if you look at previous years, so I'm

going to go back to 2024, 2025

is, as you can see, this is filled out.

And so this is what it'll look like.

These are going to be some of the

microphones, receivers that you will

need to service and send out so they can

be repaired and then come back. And this

is a little letter that not only shows

what device it is and whether it is or

isn't in warranty, the serial number,

but also the PO number, which is very

important. You're just going to put the

day that you decide to send the um

equipment out, and a little description.

If you're not too sure what to put down,

sometimes I'll just put uh broken or

just a little small statement so then

they could fix it. Um, if the equipment

is in warranty, you will still need to

print out this. You just don't need to

put a PO number. And in here, just put

in warranty. So then the people at

Phoneac would know that um we that it's

within warranty. And a PO number just

pretty much says that it was purchased.

Blue Valley has purchased it. Blue

Valley, it has pretty much said is okay

and we're going to make this transaction

to get this equipment all fixed. But

that's if it's out of warranty. If it's

in warranty, you don't have to worry

about it. It's free. So, I want to also

show you what the purchase, what the

repair form is. Sorry. So, this is a

repair form as an example. And as again,

you can see, make sure to put the type,

make sure to put the serial number, the

PO, and then what day you send, and then

a description. And then you're also

going to make sure to put your email,

and then your name down here, because

they need to be able to know who this is

going to be sent back to.

And then the other thing that I need to

show you is this item status. So, I

created this item status a little while

ago for me and one of the administrators

to be able to have easy communication

with because there's going to be a lot

of back and forth like I kind of said

before, but if not, you're going to be

kind of like

you're going to be uh uh the person that

writes the letter to Santa. That's what

you are essentially. you're going to

write what the aiology team or what the

DHH team wants and send it out. So, uh

because they're also going to try to

want to know what's going on, where is

it? Has it been purged it purchased?

That's a lot of things that you may not

know, but the administrator will know.

So, to be able to make it easy, you're

going to put when you made the

requisition. So like it it shows right

here made it August 14th. The requesttor

it could be either DHH or aiology. So

this is the aiologist aiology team. And

then a little description of it. So it's

a phoneac order and then what

specifically from phoneac we are wanting

to purchase

and then what's my status and date. So

some of the stuff you could choose is

sent to boss. So, for example, if you

automatically sent it in to the boss,

then click on that. Um, if you're

waiting on a package, if you're unsure

about the status of things, if you sent

the repair, received no updates or

issues, this is a great way to

communicate that. And then also date

that. But then over here, you're more

than likely going to work with Grace.

But just in case, Melissa has also done

this. this is their part to be able to

let you know um if it's been purchased,

if there's been issues or what is

happening on their end and they can date

it if they want to. But also, there's a

little note section right here that can

help you guys pretty much uh make record

if something had to be repurchased due

to certain things. uh whether it's an

issue or whether it got forgotten or if

it needs a PO number just like this

because it's a repair. It's a great way

to be able to have that. And then when

you have it all complete is you just put

the date and you click this little check

box. So then you know that you both know

that the item has been sent in and then

the administrator can also tell Blue

Valley that we have gotten our purchased

item and can close out on that as you

also make record that you we did get

that just in case if someone is asking

whether it has been purchased or

something's happened or if they wanted

to go back and see when something was

purchased.