Book Fair Quick Tips 1. Obtain Administrative Approval and Select Date(s) for your

Book Fairs. Complete an Activity/Fundraising Request Form. (It’s great to coincide with Parent/Teacher Conferences, Fall Festivals, Open Houses, Curriculum Night, Etc.)

2. Each School has a Master Calendar. Work with your School Secretaries to get your Book Fair(s)

on your School’s Master Calendar.

3. Contact the Book Fair Company of your choice and have them hold the Date(s) on their Calendar. NOTE: Do not formally schedule the Book Fair until you have a Purchase Order.

4. Complete a Student Activities paper Requisition Form, and obtain the necessary Admin

signatures. HINT: You may put more than one book fair (multiple dates) on the same req/PO, provided they are with the same vendor.

5. Enter the Requisition Form into the Visions System. NOTE: Student Activities now requires you

to Scan and Attach the Signed Requisition Form AND the Activity/Fundraising Request Form when entering your Visions Requisition.

6. When the Requisition has been turned into a Purchase Order, you may formally contact the

Book Fair Company and supply them with the PO information.

7. Recruit Volunteers. Parents, teachers, neighbors, even your Principal can jump-in and sell Book Fair Merchandise! Your PTO may help with YOUR Book Fair. NOTE: If the PTO is conducting the Book Fair on their own, they MAY NOT sell during school hours – only after school and on weekends.

8. Advertise to your Teachers and encourage them to set aside a time for their students to visit the

library specifically to make Book Fair Purchases.

9. Deposit ALL monies (cash & checks) into InTouch. Make daily transactions, if time permits. Conduct an EOP/Bank Deposit at the end of your Book Fair. (If you want to take Credit Cards, we can give you a credit card reader for the event).

10. Complete the Vendor Book Fair Inventory Sheet. Send a Signed

Invoice to Student Activities for Payment.

Adding a Book Fair Requisition in iVisions

1.) Log into your iVisions Workflow, using Google Chrome.

2.) Click the “Actions” tab at the top. Click on “Change DAC” and verify that you are in the Student Funds DAC.

3.) Click on Purchasing & Payables Purchasing Control Panel

4.) Click the “plus” sign to Add a New Requisition:

5.) Type the Vendor Name to locate the Book Fair Company: PHX BOOK CO = Phoenix Book Company SCHOLASTIC BOOK FAIR_55889 = Scholastic Book Company

6.) Ship To: Change to Your site name 7.) Requester: Change to Media Center 8.) Buyer: Machell Kirkpatrick 9.) Order Via: Change to “Do Not Send Vendor”

(On Blanket PO’s, we don’t want the vendor to know how much you’ve been approved to spend). 10.) Date Required: This is the date that you want the PO. The system will default to 15 days from the day of

input. 11.) Order Type: Change to “BLANKET” 12.) Reference: This is “who” is requesting this req be turned into a PO.

TYPE: Media Center/Site #/Your initials.

13.) Type in the account code: 525.100.2220.6612.XXX.000.3506.00

(the “xxx” represents your site code) 14.) Qty = the dollar value of the Blanket PO. 15.) Description = Type the following:

“Blanket Purchase Order not to exceed $X,XXX (Total Dollar Amount) including tax, shipping & handling for Book Fairs on (dates of book fair – fall & spring may be on same requisition.) PO expires when amount is expended or by June 30, 2018 (last day of fiscal year).”

16.) Unit Price = 1 17.) Tax – Change to 0 18.) Freight – Change to 0

19.) Click the Floppy Disk (Save Symbol) at the end of the line to Save!

20.) If correctly saved, the info should “jump down” to the lower part of the screen:

21.) Click on the NOTES tab to complete the requisition:

22.) PO Notes: Type the following info for the Vendor (Shift + Enter will take you to the next line) Append Internal Notes: Type the following info for MPS internal use only:

23.) Click on “Actions” to Add your two (2) required documents. And then

“Manage Documents” on bottom of drop-down list.

(If you get a “Budget Balance Warning,” do not worry. Simply click “OK.”) If you notice, at the top of the “Manage Requisition Documents” screen, a Req. Number has already been assigned to this entry:

HINT: Make note of the Req #, just in case you need to reference it or make changes prior to finishing.

24.) In the Drop-Down box, locate “Requisition Attachment SA”, then click on the Paperclip to Add the scanned document.

25.) Click on “Select” to find the document on your computer. HINT: iVisions will usually only allow you to Attach documents that are saved to a Hard Drive (C-drive), so you may need to create a file folder that holds your docs on your C-drive in order for the system to locate them.

26.) In the Drop-Down box, locate the “fundraising request form” and attach that form, also. When your documents are correctly attached, you should see both files listed:

27.) Click the in the upper right hand corner to exit this screen. You will now see a Paperclip on the

View Requisition screen, which validates that your docs are attached:

28.) To move the requisition along to your Student Activities Specialist, you’ll need to check the “Submit for

Approval” box, then Click OK.

29.) You will receive an email confirmation as soon as your requisition has been turned into a Purchase Order.

The requisition number does not automatically validate that you have a Purchase Order. Make sure that you receive confirmation and have your Purchase Order, in hand, before any merchandise is received at your school for your Book Fair. Contact your Student Activities Specialist with any questions.