How to Order Traffic Paintand

Distribute Paint in AssetWorks

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October 2019Note: All traffic paint stock quantities were loaded as of September 20th.

If you have received any traffic paint stock after Sept 20th , please provide by stock items and locations what your new quantity on hand should be so this can be updated and provide you accurate quantities in AssetWorks.

Once you start purchasing your paint in AssetWorks, these quantities will be updated by location and stock item. Please email Kathy Skogerboe with your updated quantities by stock items and location. Once you receive a confirmation the adjustment has been updated, then you can add or distribute stock items in AssetWorks.

TABLE OF CONTENTSDescription Page No.How to order Traffic Paint 3-16How to Receive Traffic Paint 17-26

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How to Order Traffic Paint

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October 2019

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In the Requisitions gadget click on the New AW Request button. You will create your AW Request in AW, once a Purchase Order is sent, this will come back to AW in the Purchase Orders Gadget. You will receipt your Part ID’s in AW’s. This receipt will then be fed back to the purchasing system. The payment for the purchases on your Purchase Order will be paid in Purchasing.

Navigating to AW Request Workflow

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The New Requisition screen will appear. You will not be required to create a purchasing requisition in the purchasing system. This New Requisition created in AssetWorks will be called an AW Request (use this term to save confusion between AW Request and a Purchasing Requisition). After creating your New Requisition, fill in the fields needed for your AW Request. Through an integration, this will create an AW Request in the purchasing system and send it to the appropriate purchasing agent.

If the stock item(s) you are adding to this AW request are tied to a purchasing contract, it will work the same way it currently works. Your stock item(s) will tie to the purchasing contract. It will apply the Contractor, contracted costs to the Purchase Order. Then the Purchase Order will be sent to the Contractor.

Navigating to AW Request - Creating a AW Request

If you add the Vendor ID here, it should auto select the contract information.

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The Required Fields to fill in are:

• Purchase Type: Select AW Purchase

• Your AW Request ID field will auto-

populate with an AW#

• Status: Select Pending-Pending

• Vendor – if known

All Other fields are optional.

Click Save when you have completed your New Requisition.

Navigating to AW Request – Creating a AW#

Note:• If the contract # is active it will pull costs and

unit of measure and contractor into the system. As contracts expire, we will need to update this data from Purchasing.

• If you know the Contractor (Vendor ID) and provide it in the Vendor ID field, it will provide all contracts assigned to that Contractor.

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After you clicked the Save button, the Requisition Line Item screen will appear. If you need to add other paint stock items to your request, you can add more. All lines will integrate to the Purchasing system.

Navigating to AW Request- Adding a line to your AW Request

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If you know your Part ID#, you can type it in the Part ID field. If you do not know the Part ID #, click on the Lookup button. This will allow you to search in the Part ID Lookup window by description or a partial stock item # by adding a “%” at the end of the Part ID#. In the Please choose a Part ID- Parts Found section, click on the line item you are looking for to add this to your AW Request.

Navigating to AW Request – Searching for a Part ID

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Navigating to AW Request – Line Item Details

Note: If you have a Purchasing Contract tied to these stock items, the unit price and the unit of measure should auto-populate. If this does not auto-populate please submit a SNOW ticket so this can be validated with Purhasing.

You will need to fill out the following fields under the Line Item Details Heading:

• Line Item Type: STOCK PART• Qty Ordered• Unit Price - contracted price without • Unit of Measure - how its issued out• Description Field - optional• Location: This is the location requesting the

parts• Object Code: This is the object code you want

to charge the parts to• Status: Stay at Pending-Pending

All other fields are optional to complete

Click Save when you have completed the fields.

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Navigating to AW Request- Requisition DetailThe Requisition Detail screen will appear. This provides you the AW Request ID and Line Item information.

In this example there is only one line item, but you are able to add multiple items which would appear under the Line Items heading. To view a line item, click on the button under Line #. In this example it is the line 1 button.

Click on the Requisition ID hyperlink to take you to the Enterprise Purchasing – Requisitions screen to change the status of your AW Request.

Note: When you see information in red, this means it is a hyperlink. If you click on this hyperlink, it will take you to the information about that item. Part ID and Location are two examples in the line items section.

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The Enterprise Purchasing – Requisitions screen will appear. This is a back end screen in AW. Click the Edit button located in the upper ribbon. In the Basic Info section:Change the Status - Remove Pending then change to Ready for Purchasing. Once the status changes to Sent to Purchasing, your AW Request is in the Purchasing Agent in-basket. Go to the Approval field, click drop down arrow. The Approval screen will appear, select Approved.

Navigating to AW Request - Approve Your AW Request

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Navigating to AW Request – More Info SectionThe default for function codes is 044. To change this, go to the More Info tab and edit the Function Code field.

If you need to assign a Project #, you can add the Project # (11 alpha/numberic characters), in that field. It is a free text field, not a Drop Down. Click Save.

This interface updates to purchasing to create a Purchasing requisition every 10 minutes. Close the screen by clicking on the “X” in the upper right corner.

Navigating to AW Request – Ready for PurchasingYou will be taken back to the Requisition Detail screen in the Storekeeper Portal. You will need to refresh your screen to see the updates you made in the back end of AW. Click on the Line item number, this will take you to the Line Item Details. Here, you can see the status has been changed from Pending to Ready for Purchasing.

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Currently this will charge the stock items to the Cost Center location where the request was made. If you want to charge it to another CC charge. Go to your AW Request, in the Requisition header, go the Attributes button.

Navigating to AW Request – If you need to change charge to CC

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Go to the Attributes ID, and click on the search box to find the Cost Center. Click on the C button or type in Cost Center to find this attributes.

Navigating to AW Request - Selecting an Attribute

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It will take you to the Attributes screen. In the Text Value box, type in the Cost Center you want to charge the stock item to. You can create different Cost Center charges for each line item. As shown in Example A, Select the Line Number you want to charge to and provide that Cost Center charge to in the Text Value box. You would repeat this process for each Cost Center by Line Number. As shown in Example B, if you select All it will change all line to the same charge to Cost Center to the AW Request.

Navigating to AW Request

Note:You cannot edit Line Items once it goes to purchasing and the status ready for purchasing and approved. You will need to contact PA to fix.

Example AExample B

How to Receive Traffic Paint

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October 2019

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Once your AW Request has become a Purchase Order, an integration has been created to bring this information back into AW. Youcan view your Purchase Orders in the Storekeeper Portal, under the Purchase Order Gadget by clicking on Purchase Orders.

Navigating to Purchase Order Gadget

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Purchase Order Management – Finding your AW Request/POOn the Purchase Order Management Screen, you can view all Purchase Orders for your current location. To view a specific Purchase Order, click on the red hyperlink under the Purchase Order ID field. If you have several and want to create a filter, submit a Service Now ticket for help.

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Purchase Order Detail - Receiving your Stock ItemsThe Purchase Order Detail screen will appear. Now you can receive your line items from the Purchase Order.

Receive All – This will allow you to receive all PO’s for this AW Purchase.Receive Checked – This allows you to receive the only the items you have checked on the far left of the screen.Review and Receive – If a partial order was received, the review and receive option allows you to adjust the quantity received based on that PO.

Note: You must check the box to the PO’s you are receiving.

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Receiving Purchase Order Line Item – AW Request ReceiptAfter clicking Review and Receive, you can adjust the quantity Receipt amount on your Purchase Order under the Receipt heading. Once you have reviewed and verified the receipt information, click the Receive button.

Note: The Bin Assignment button is for Warehouse use only and allows them move received items to different bins.

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Purchase Order Detail – Closed StatusAfter clicking Receive, you will be taken back to the Purchase Order Detail screen. The status will change to CLOSED on the line item information. Your received quantity by stock item will be added to your inventory stock at the ordering location.

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Navigating to Direct Issues Screen

From the home screen navigate to the Storekeeper Portal tab in the upper blue ribbon.

What is a Direct Issue and when is it Used?A direct issue is used to issue out a parts that are not tied to a Work Order. Direct Issue stock items will not be picked, packed and shipped. This can only be issued items. This could be used for Non-DOT or cash sale customers.

Direct IssueWhen you are ready for traffic paint application, and you have the available quantity needed on hand you will go through the direct issue process. Go to the Storekeeper Portal and Click the Direct Issues button.

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Direct Issue - Field Descriptions- Turquoise Field are required fieldsCharge to CC/Cust: Search for the Customer or Location you are selling Traffic Paint to

Object Code: Enter the correct Object Code

Function Code: Enter the correct Function Code

Part ID: If you know the stock item #, you can type it in. Click on the box to view all stock items. Click on the Lookup button to find what you’re looking for.

Quantity: This is the quantity that is being issued out. It will also show you the Quantity on Hand at this location.

Comments: It is recommended that you type in the person you sold the item to. This is a free text field, so any other relevant information can be entered. If the transaction needs a Project #, you can add it here as well.

From-To Markers: Enter the mile markers for where the paint will be applied.Recommend format- 1st Mile Marker space to space2nd Mile Marker. For this example; 76.7 to 95.8

Country-Route: Click on the search button to provide you specific routes the paint is being used for.

Note: Search button allows you to search for field information.

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Direct Issue - Add and SaveThe Direct Issues screen will appear. The turquoise fields are not required, but suggested fields. When you have finished filling this out, click Add. Once you have added all parts for Direct Issues, click Save. After saving, the parts will be issued to the new location.

Note: Before clicking Save, you can edit your Direct Issue by clicking on the pencil icon. Once you complete your edits, click on the Update button.