Surplus Process Manual
Contents
1. On the morning of the first day of the sale an email with details of the sale and the bid sheet attached is sent out in a mass email to all addresses listed in the Surplus Update email list s The items are made available for viewing and bidding for a period of three days typically Wednesday through Friday On the following Monday at 9 am the bids are opened When the bids are opened it is done in view of any member of the public that wishes to attend Each bidder s sheet is opened and all of the bids are recorded in a spreadsheet Once the bids have all been opened the highest bidders are highlighted on the spreadsheet the winners bids are then totaled with and without tax The winners are then notified by phone they are the successful bidder and given their total Typically the afternoon of the bid opening All items must be paid for by check money order or cashier s check and typically picked up by the end of the week or within 5 days of notification When bidders arrive to pick up their items a receipt is prepared listing the description and asset number of each item being purchased The bidder s check number driver license number are listed on the receipt as well lf bidder has a tax exempt ID number list it on receipt and do not charge sales tax for their items Once all payments have been made the transactions are listed on a sales report All payments and the sales report are turned over the Warehouse Superviso2. D DEFKTYPE EQ CTL namg ee Field CHECK a A CATKASSET B CABDESC1 A CATATR A CATFCOND Y ee Enter the beginning and ending dates for the ranges of approval dates you want to print from Typically these will be the same date most often the previous day Then Click OK 1 TR Transfers to Schools Depts he SU Transfers to Surplus ww Board Report Surplus D Board Report Stolen on Asset Final Disposal Report OK Cancel Help I S You will go back to this screen Enter 2 in the box then click OK Type comparisons press Enter Specify OR to start each new group Tests EQ NE LE GE LT GT RANGE LIST LIKE IS ISNOT AND OR Field Test Value Field Number Shara or CATATR EQ TR Beoj i AND C DEFKTYPE EQ CTL estnnins AND APROVLDATE GE 110727 AND APROVLDATE LE 110727 AND CATUCCYY EQ C DEFKYEAR Fndi AND D DEFKTYPE EQ eT Namo Field CHECK A CATKASSET B CABDESC1 A CATATR A CATFCOND EAKA EAKA Enter the beginning and ending dates for the ranges of approval dates you want to print from Typically these will be the same date most often the previous day Then Click OK TR Transfers to Schools Depts SU Transfers to Surplus Board Report Surplus Board Report Stolen Asset Final Disposal Repo Again you will go back to this screen Hit the F3 to go back a sc
3. Surplus Processes for Fixed Assets 1 Requesting site initiates a transfer request via CrossPointe in accordance with the policies set forth in the CrossPointe Asset Management user s manual 2 Once approved by the site property custodian the request is printed by Surplus staff 3 Warehouse drivers pick up items at requesting site verifying the asset numbers listed coincide with those on the transfer request via a check off and a signature A signed copy is left with site staff e fan asset tag is illegible driver will indicate it was not picked up by circling the asset Driver and site staff sign or initial verifying it was not picked up e Assets are separated from minor items and securely loaded in truck 4 Items are delivered to and unloaded at the Surplus Warehouse The asset numbers are verified by Surplus staff by initialing by the asset number on the request sheet 5 Upon verification by Surplus staff assets are received on in CrossPointe by Surplus staff as outlined in the Asset Management User s Manual pages 28 30 and then posted by Warehouse Supervisor as outlined on pages 32 33 in the A M manual 6 Assets are then separated by potential final disposition in the following categories e Reissue To schools or departments within the District e Sell Via sealed bid open to the public e Electronics Recycling Items are picked up recycled and disposition documented by vendor e Scrap Metal Recycling Items are delivere
4. all available pallets are loaded into the vendor s trailer and sent to be recycled Inventory lists are pulled off of pallets A pallet count of each category of items is kept and listed on a DCR that is signed by the vendor s driver Final disposition is recorded in CrossPointe All funds received from recycling are added to a recycling report All payments and sales report are turned over to the Warehouse Supervisor for approval Scrap Metal Recycling Landfill ltems are placed on a separate pallet and inventoried by asset tag Pallet is labeled with an inventory list and destination Pallet location is recorded in computer file Asset numbers are checked to be sure they have been submitted to the Board for disposition approval ltems are submitted to the Board for disposition approval Upon approval items are delivered to the scrap metal recycler Final disposition is recorded All funds received from recycling are added to a recycling report All payments and sales report are turned over to the Warehouse Supervisor for approval ltems are placed on a separate pallet and inventoried by asset tag Pallet is labeled with an inventory list and destination Pallet location is recorded in computer file Asset numbers are checked to be sure they have been submitted to the Board for disposition approval ltems are submitted to the Board for disposition approval Upon approval items are delivered to the landfill 25 Final di
5. d by phone whether or not they are the successful bidder and given their total Typically in the afternoon of the bid opening All vehicles must be paid for by check money order or cashier s check and typically picked up within 10 days of notification When bidders arrive to pick up their vehicles a receipt is prepared listing the description and asset number of each item being purchased The bidder s check number driver license number are listed on the receipt as well If bidder has a tax exempt ID number list it on receipt and do not charge sales tax for their items Once all payments have been made the transactions are listed on a sales report All payments and the sales report are turned over the Warehouse Supervisor for approval Any vehicles that did not sell are either disposed of or retained for future sale based on potential revenue 24 Electronics Recycling Assets and minor items are placed on pallets by item type Items are inventoried by asset tag if applicable Pallets are labeled with inventory list and destination Pallet location is recorded in computer file Asset numbers are checked to be sure they have been submitted to the Board for disposition approval ltems are submitted to the Board for disposition approval Upon approval of all assets pallets are labeled as approved for disposition Recycling vendor is contacted when a sufficient amount of pallets are ready 22 24 When vendor arrives for pickup
6. d to local recycling facility by Warehouse drivers e Landfill Items are delivered to the landfill by Warehouse drivers 7 Assets that are not to be reissued are presented to the School Board for final disposition approval Once approved the items can be disposed via one of the methods described above e Final Disposition of Assets is recorded in CrossPointe by Warehouse staff Printing Online Transer Requests aN Brevard Public Schools Sx User Password Brevard Porobife Schacis THE FUTURE X OF FLORIDA S we SPACE COAST The Future of Fiorida s Space Gaast In concurrence with the Educational Technology maintenance achedule All AS400 Student Asset and Warehouse Systems will be unavailable the weekend of July 30 from 11 00 p m Friday July 29th until 6 00 a m Monday August lst FOR AUTHORIZED USE OHLY sceepenniinen POR DISCLAIMER SELURITY STATEMENT PRIVACY STATEMENT AND CONDITIONS UF USE DOUBLE CLICK HTTE 7 CO BREVARD SCHOULS ORG To enable your account or reset your password http passwordreset brevardschools org ps O yya Using your user ID and password log into CrossPointe online Your AS400 login information will work for this A Brevard Main Menu Eaim x Select one of the following MS Crasspainte Student and Business Systems Inservice Registration Charter school Menu User Assistance Menu ESC Key Equivalent Signat select CrossPointe Student and Busin
7. e The asset numbers are verified by Surplus staff by initialing by the asset number on the request sheet 4 19 Reissue of Fired Assets Reissue of Fixed Assets ltems with potential for reissue are placed on separate pallets and inventoried by description and asset tag o If not tagged description and serial number The pallet is labeled with inventory list Technology items are reviewed by TSS staff for usability the needs of schools are also reviewed by TSS o Items deemed suitable for reissue by Technology Systems services TSS are organized according to receiving site o Typically receiving sites in need are identified by TSS staff Once items have been prepared by TSS staff TSS provides the name of potential recipient s of assets o Receiving site staff typically the technology staff at the site is contacted by Surplus staff to ensure items are wanted by site o An email from the site s Property Custodian is requested to ensure Custodian will receive on items upon delivery All other fixed assets are deemed usable with guidance from resource teachers and or sending site staff o It would be best if a site had usable equipment it no longer need that they make an effort to find a site in need An asset transfer request Is then initiated in CrossPointe by Surplus staff as out lined in the Fixed Asset User s Manual Once approved by the Warehouse Supervisor the Transfer Request is printed and forwarded to t
8. ers and or contact persons information If so write the information in the area near the 1 in the NOTE column O8 05 11 14 49 22 BREVARD PUBLIC SCHOOLS SURPLUS WAREHOUSE TRANSFERS TO SURPLUS SU INITIAL TAG DESCRIPTION XFER ASSET APROVAL SENDING NUMBER RSN COND DATE SCHOOL _ 020104912 COMPUTER SYSTEM COMPAQ SU G 110720 DeLaura Middle 020104925 COMPUTER SYSTEM COMPAQ SU G 110720 SIGN amp DATE __ SIGN amp DATE e END OE REPORT w 18 O7 26 11 12 32 30 BREVARD PUBLIC SCHOOLS Bee o pieres E TRANSFERS SCHOOLS TR INITIAL TAG DESCRIPTION Rep mek toj AFER ASSET APROVAL SENDING NUMBER RSN COND DATE SCHOOL G 110725 G esa mign TR _ 020110288 COMPUTER SYSTEM DELL OPTIPLEX TR G 110725 020110284 COMPUTER SYSTEM DELL OPTIPLEX 020110287 COMPUTER STAM DELL OPTIPLEX TR G 1107235 IGN amp DATE IGN amp DATE lig PAGE l RECEIVING HOTE SCHOOL Surplus Warehou Warehouse drivers pick up items at requesting site verifying asset numbers listed coincide with those on the transfer request via a check off 1 and a signature 2 A signed copy is left with site staff lf an asset tag is illegible driver will indicate it was not picked up by circling the asset Driver and site staff sign or initial verifying it was not picked up 3 Assets are separated from minor items and securely loaded in truck Items are delivered to and unloaded at the Surplus Warehous
9. ess Systems AU Lilie System Selection ECHOCLS ONLINE L lt Exit Schools OnLine Applications Student Information Human Resources Financial Information Asset Management Warehouse Management State Reporting System Administration Other Collaboration Hal hy Calendar w Tasks New Appointment Inbox New Mote Solutions amp Services Created Specifically For The Education Commurit Portal Applications My Applications Zo Reporting Options Desktop Applications Reporting Excel Access Customize My Messages District Mews Mews from the district Personal There are new tasks for you Enter Z405 in this box then click GO to access the Z reports menu 13 44 26 1 TR Transfers to Schools Depts 2 SU Transfers to Surplus 3 Board Report Surplus 4 Board Report Stolen 5 Asset Final Disposal Report J o Enter 1 in this box then click ok to print approved TR transfers transfers to schools departments Type comparisons press Enter Specify OR to start each new group Tests EQ NE LE GE LT GT RANGE LIST LIKE IS ISNOT AND OR Field Test Value Field Number Shara ery CATATR EQ TR a AND C DEFKTYPE EQ CTI Beginning AND APROVLDATE GE 110727 AND APROVLDATE LE 110727 AND CATUCCYY EQ C DEFKYEAR Endi AND _
10. g Rm Date Cntr Tag No Asset No Description Status 6012 01 414 07202011 9840 020104912 020104912 COMPUTER SYSTEM COMPAQ A O 6012 01 610 07202011 9840 020104925 020104925 COMPUTER SYSTEM COMPAQ A Asset Management Page 0 JO Double Click an item in the list to view the details Export A Reload Enter sending school site number in the From Center box enter receiving site number in the To Center box 9840 for Surplus Click on Reload 16 XX Powered by CrossPointe Schools OnLine for Brevard Public Schools Jae Solutions amp Services Created Specifically For The Education Community d Year Gp Reporting Options Desktop Applications are as 3502 Initiate Asset Transfer lt Main Menu lt Previous X Fe re a r Selection 4 Browse Selection P Tag Number 020104912 Asset Number 020104912 Dae 07 20 2011 P Asset Search Asset Management gt i Asset Transfers gt Asset Accounting gt Description COMPUTER SYSTEM COMPAQ 610 CAT 643 Serial V301KN9 i Reports Mass Updates gt ee Settings gt Transfer Reason SU Transfer to Sur Transter Date Current Location Receiving Location Center 6012 DeLaura Middle Center 9840 Surplus Warehou Building 01 Room 414 CLASSROOM Building m Room Department Department Condition G Good Condition G Good Disposition 10 Active Disposition 40 Active Ownership D District Owned Ownership pD D
11. he Warehouse Specialist for assignment to a driver s route o The Assets are delivered to the receiving site where site staff checks the items in by asset number o Upon verification receiving site designee receives on the assets and then the site custodian posts the transfers to their site s inventory lf TSS staff does not have a potential receiving school immediately the prepared items are stored on a pallet together the items are inventoried and the location recorded in an Excel spreadsheet by Surplus staff lf an asset is approved for final disposition retired before reissue a red tag is affixed to the item next to its asset tag to differentiate the retired asset from active assets The item can then be transferred to a school via DCR form 2i al gest a el Ass 3 Day Sealed Bid Process Asset numbers on items on sale pallet are double checked to be sure the items have been approved retired for final disposition All items for sale both retired assets and minor property are set up inside and outside the Surplus warehouse in such a way as to be easily accessible for bidders to view the items Each item is given a number the number description and asset numbers are written down to later be added to the bid sheet A bid sheet is prepared using a template or the previous bid sheet as a template listing the general information about the sale as well as each item s asset number if applicable
12. istrict Owned Assigned To Assigned To Doo O O Sending Desigr Claudia Shirley 07 20 2011 Receivng Desig Z lt lt o Jooo O Page c0 HUH M1 LH bo Esha BT Once on this screen click on Has Notes 17 bea Powered by CrossPointe Schools OnLine for Brevard Public Schools E Solutions amp Services Created Specifically For The Education Community Budget Analyst Year amp Reporting Options l Desktop Applications es eifssPointe 3502 Initiate Asset Transfer Ecroct es ONLINE 1207 2010 16 02 40 VLMD lt Exit System Record displayed update lt Main Menu lt Previous Fe tE da Selection 4 Browse Selection P D Asset Search Tag Number 920104912 020104912 Date 07 20 2011 All Opti E Asset Number Asset Management gt Asset Transfers gt Asset Accounting gt Descriptior 1 V301KN9ZE338 Reports Mass Updates gt pard Public Schools Settings gt Tra Has Notes E Page Curre Center arehou Building j gl Dei ete Note Located in Room 312 A eparti p A Save and Close Conditi Cancel Dispos Owner Assign Print Note png Desig m Asset Management Page 0 wn Back to list sis Uneaten i When the information box appears it may have pertinent information for the drivers such as room numb
13. m site to site print 3 copies one each for sending and receiving sites and the original which is filed in the Surplus office Repeat the previous two steps to print the next set of requests 13 O 28 11 14 39 29 BREVARD PUBLIC SCHOOLS PAGE l SURPLUS WAREHOUSE TRANSFERS TO SURPLUS sU INI IAL TAG DESCRIPTION AFER ASSET APROVAL SENDING RECEIVING NOTE NUMBER RSN COND DATE SCHOOL SCHOOL 020041916 VIDEO EDIT RECORDER PANASONIC SU G 110627 Space Coast J S Surplus Warehou l 020041817 VIDEO EDIT RECORDER PANASONIC su G 10627 020041619 VIDEO EDIT CONTROLLER PANASON SU amp 110627 _ 020079452 PROJECTOR PHILLIPS LCD 5U G 110627 1 020088328 COMPUTER SYSTEM POWER MAC 5U G 110627 020101072 EDITING SYSTEM KRON 5U G 110627 020105314 PRINTER OKIDATA COLOR LASER SO G 1igee2 020105777 VIDEO EDITOR DIGITAL CASABLAN SU E 110627 ____s 20105780 VIDEO EDITOR DIGITAL CASABLAN U G 110627 020105987 COMPUTER SYSTEM COMPAQ Sl G 110627 020109755 COMPUTER SYSTEM DELL OPTIPLEX st E 11062 020109757 COMPOTER SYSTEM DELL OPTIPLEX su amp L1lOG27 020112359 COMPUTER SYSTEM DELL OPTIPLEX SU G 1106 7 Once the reports print collate and staple the copies together As you do this scan the requests for notes this is indicated by a 1 in the NOTE column on the far right side of the requests If a 1 appears in the NOTE column see next process If not Give the request s to the Warehouse Specialist who will log in the re
14. quest and place it in the queue for completion 14 Solutions amp Services Created Specifically For The Education Community z 202 Select Asset Management Ecrnoc es ONLINE XDA Details Local Applications H lestentenseteceesenstraeessseeseeensssseet eG eGeseOeGeeseese eee eeGeeHeSGe eee OSt eee OGGH ASH OAS EAS EOSE EEE EESEASEOSSAEEESESAESHENEEEEEENEESH OEE EOGEOSE OSSD 403 Board Approved Surplus Property Upload 404 School Department Menu 405 Surplus Warehouse Menu co Soto su vanbtes sua ftent Ehe ts ots AUG este HM ET Hit the F3 key to go back a screen and exit print screen Enter J503 in the Page box then click go to go to the View Pending Asset Transfer screen 15 v Powered by CrossPointe Schools OnLine for Brevard Public Schools Budget Analyst lt gt Solutions amp Services Created Specifically For The Education Community l Year 2012 se Reporting Options F Desktop Applications ee ONN 3503 View Pending Asset Transfer List lt Exit System Page up or down to retrieve more records System Date 08 05 2011 14 33 44 WILH lt Main Menu lt Previous A he Selectig rom Center 6012 i To Center 9840 a P Asset Search All Options Asset Management Asset Transfers Asset Accounting Reports Mass Updates s a a a Le Settings Details Cntr Bld
15. r for approval Any items that did not sell are either disposed of or retained for future sale based on potential revenue 23 Vehicle Sealed Bid Process Vehicles are transferred to Surplus via CrossPointe and received on just as any other asset The vehicles are presented to the Board along with documentation from the Director of Transportation itemizing the reasons for disposal of the vehicles Titles and keys are requested from Transportation by Surplus staff VIN numbers on all titles are verified by Surplus staff A bid sheet is prepared using a template or the previous bid sheet as a template listing the general information about the sale as well as each vehicle s asset number if applicable On the morning of the first day of the sale an email with details of the sale and the bid sheet attached is sent out in a mass email to all addresses listed in the Surplus Update email list s Bid sheets are also faxed to dealers that request it The vehicles are made available for viewing and bidding for a period of 10 days On the following Monday at 9 am the bids are opened When the bids are opened it is done in view of any member of the public that wishes to attend Each bidder s sheet is opened and all of the bids are recorded in a spreadsheet Once the bids have all been opened the highest bidders are highlighted on the spreadsheet the winners bids are then totaled with and without tax The bidders are all then notifie
16. reen 10 hs Powered by CrossPointe Schools OnLine for Brevard Public Schools Jee Solutions amp Services Created Specifically For The Education Community 2012 Select _ ft Asset Management Ecroctes ONLINE XUI r Details Local Applications 402 Report Menu 403 Board Approved Surplus Property Upload 404 School Department Menu 405 Surplus Warehouse Menu Once at this screen enter PRT in the box then click Go to proceed to the print menu 11 wA B Device or Total Cur PRT99 l i WILH PRT99 RDY WILH PRT99 eJL J The last two lines of this section will be the two sets of requests reports you just ran Highlight one then click Client Print 12 File User QPQUPRFIL WILH F General QPQUPRFIL WILH PR QPQUPRFIL WILH Select Printer B Add Printer EA 9380P iR3235 Warehou 2 9380P iR3225 Bldg7 Office on 9340x files cA Adobe PDF E 9380P iR3235 Bldg1 Office on 9340x files CS HP Color LaserJet 3550 lt gt Status Ready C Print to file Location Warehouse Bldg Office Comment Find Printer Page Range All Number of copies 3 Selection Cancel Le Jl The print window will appear Highlight the printer you wish to print from select the number of copies to print typically 2 then click Print if printing out transfers fro
17. sposition is recorded 26
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