Transfer Form

Creates transactions to document transfers of textbooks within the district or to an external source.

Textbook tranfers

To open the form: Click Trans from the main menu.

To find a record: Enter a TransferID in the Find field to jump directly to a transfer. Click the ID, Book, From, To, ReqDate or RcvDate link to sort by that field. Click the TransferID to select a single record to print, view or edit.

Click Print to print a single selected Transfer report to the default printer. To print several transfers, check Sel by the transfers and click Print. The Clear link unchecks all selections. All selects all transfers. Date exposes Start and End date fields. All transfers within the date/time range will be selected for printing. ID exposes Start and End TransferID fields. All transfers within the range will be selected for printing. The Pend link selects all transfers with a blank RcvDate for printing.

Click View to view a single transfer on the screen. Right click the document in preview mode and click Print to set the page range, number of copies and printer. Click Send (Export in Access 2000) to email the the report as an attachment in HTML, Excel, text, Wordpad RTF or Access Snapshot .SNP format.

Double click the TransferID or click a transaction and Edit to open the Transfer form.

Select the Sender and Receiver. If you are issuing from the warehouse, the To address can contain any person in the User table. If you are using Teacher accountability, you may select any UserID or TeacherID. If you are using Student accountability, you may select any UserID, TeacherID or StudentID. School contacts can issue within their school or to the warehouse (district POC). If your transaction is to a student or teacher, the Book combo will show books they are authorized. If a teacher has more than one class, the ClassID combo will show classes where that teacher uses the selected book. The SendOH quantity helps you ensure you issue books that are in stock. The Auth and RecOH fields help you determine how many books the receiver is authorized and already has.

Select a book and enter a request quantity. Enter a comment particularly if one of the schools is Adjustment. When the sending school (or warehouse) ships the book, fill in the shipped quantity. The receiving school/class should enter the received quantity to acknowledge receipt. If you enter a received quantity and the shipped or request quantity is blank, they will be set to the received quantity. Print the Transfer report from the Transfers form by clicking Report. The TransferID uniquely identifies the transfer in the system. Do not delete a transfer after the book has been shipped. The balance on hand at both sending and receiving school will be affected. Instead, create another transfer moving the book back with a comment.

To create many transfers automatically, click Auto.

Automatic textbook transfers

The ImportInitialInventory link lets you reduce the number of transfers in the database. At the beginning of the year, after backing up the database, you can create an inventory file, update it with physical inventories as necessary, delete all the transfers and import the inventory to create initial balances. This should improve performance for districts that use Student accountability. If you frequently refer to the archived back-end, you can create a shortcut to another copy of the front-end database and set it to look to the archived back-end.

Textbook inventory update

The ReturnSurplusToWH link creates transfers to move books from schools to the warehouse if the school has more than their quota on hand. The number of students enrolled in courses associated with the book on the Book form multiplied by the SchoolQuota on the Setup form is the quota or maximum number of a book the school can maintain on hand. For best results, run this function and mark the transfers received before running the FillShortagesFromWH function.

Optimize textbook distribution

The ReceiveSelected link marks transfers selected as received. Select the transfers on the Transfer form.

Selectively receive transfer transactions

The ReceiveAllInbound link marks transfers received. You can select the receiving and sending school or choose All schools. You can select transfers for one or all books to mark received. After marking all received, you may need to manage the exceptions.

Batch receive transfers

The FillShortagesFromWH link creates transfers to move books from the warehouse to schools that need them. You can specify one or all books and fill shortages in one or all schools. If you uncheck the Auto checkbox on the Book form, transfers will not be produced for that book.

Optimize textbook distribution

At the end of year, the ReturnAllToWH link creates transfers to move one or all books from one or all schools to the warehouse.

Bulk textbook transfer

Del Selected Transfers lets you delete transfers where Sel is checked on the Transfer form.

Sel Transfers of Sel Books lets you select transfers of books where Sel is checked on the Book form. This simplifies the Del Selected Transfers process.

Year End lets you choose a SchoolID, then asks the following questions:
Delete Transfers for returned books in this school?
Delete Class enrollment for students in this school?
Delete Students in a grade? (For those who graduated high school)
Move Students to next grade?
Change SchoolID of students in a grade?
(For students moving from elementary to middle school or middle to high school)