We hope our Frequently Asked Questions section will hopefully answer the more commonly asked questions regarding the procedures and policies of the DPS School Supply Store. Please read the entire section. If you question is not answered, please e-mail us and we'll get back to you as soon as possible.
How do I order something for next day delivery?
With reduced staffing, our ability to make next day deliveries is limited. They are made ONLY in emergencies, when you cannot wait until your next regularly scheduled delivery.
If you have an emergency order requiring next day delivery, please adhere to the following guidelines and procedures:
- Enter a separate order in Cayenta just for the items and only the quantities that you will need to get you through until the next routine delivery day. Verify that the order is approved in the system.
- Communicate directly with the warehouse staff by emailing us. To ensure your message is received if e-mailing, request a ‘read receipt’, if telephoning, DO NOT leave a voice message – continue to call until you speak to someone in person.
- Your 'emergency' order must fit in a box no larger than a standard copy paper box. These orders will be delivered in a van not on the large delivery truck.
- You do have the option of picking up your emergency order from the warehouse; howevre, tell us your preference when you email in your request.
How do I report a discrepancy on my warehouse delivery?
When a discrepancy is found in your delivery, you can notify us in several ways: however, all discrepancies must be reported to the School Supply Warehouse office within two (2) business days of the date of delivery.
- The simplest way to report a discrepancy is by completing the Interactive Discrepancy form*. You will receive an acknowledgement on screen. Include your email address and you will receive a copy of the report for your records.
- E-mail us. Be sure to include all information to explain the discrepancy such as school/department name, your name and telephone extension, the SO# of your warehouse order, the item number and description for each item, and the details of the discrepancy. This is a good reporting method since you have an electronic date that we were notified.
- Fax a copy of your delivery sheet to 720-423-5664 with the item(s) circled that are missing or incorrect. Be sure to write an explanation of the discrepancy on the delivery sheet. Include your name and a telephone number where you can be reached if necessary. You may want to follow up the fax with a phone call to confirm that the faxed message did make it to the warehouse office. For more complete instructions, look up REPORTING SHORTAGES OR DISCREPANCIES in the handbook.
How do I request a pickup of items purchased from the warehouse that I want to return for credit?
Only our inventory items can be returned for credit; not items purchased from outside the District. Items to be picked up must be in the same condition and in original manufacturer's packaging/box in which they were delivered. Regardless of how you request the pickup, make sure that the item or items are plainly marked or tagged for the warehouse. Also, share the information with someone else at your site so, in the event you are gone the day our driver arrives, the item(s) will be available.
Please be aware that we cannot accept returns for credit after two business days of receipt of the item(s).
To receive your credit, include the following information in your e-mail of fax:
- your school/deparment name
- your name and telephone number
- the SO# the item(s) were purchased on
- the item number and description
- quantity to be picked up
You can submit a request to the School Supply Store in one of the following ways:
For complete instructions, refer to “Goods To Be Returned To The School Supply Store For Credit” in the handbook. How do I look up my School Supply Store Orders?
- From any Cayenta menu screen select select Favorites and then click on Stores Order Inquiry.
- If you know the Stores Order number, enter it and click on the Display File icon at the top left of the window; your order will be displayed..
- If you do not know your Stores Order number, you can do a search by item number, ship to location, or requestor ID.
- Click on the desired tab to begin the search
- When the search screen comes up, either scroll down from the beginning point or enter information into the available field
- Click on GO to scroll one screen at a time
- Shorten the search by typing in a sequence number in the Seq field if your search is by item number
- Continue to click on GO or click on the >> or << to move up and down the list
- Click on the >| to jump to the very end of the list and work backwards oif that would make it easier to find your order, but be aware it may take Cayenta a couple of minutes to teach the end before you can continue to search
- Knowing the approximate dat that you entered the order will help
- If the order was never approved, look for a status of 1, which means an unapproved SO
How do I ensure my order was approved?
- From the initial Cayenta menu screen select Favorites and then click on Stores Order Inquiry
- Enter your Stores Order number and click the Display File icon at the top left of the window to bring up the order
- The status line in the upper right portion of the screen should not show a 1 (unapproved). Any number greater than 1 means that the order is at least approved
How do I ensure that my order was entered in time for pick/pack delivery schedule for my building?
- From the initial Cayenta menu screen select Favorites and then click on Stores Order Inquiry.
- Enter your Stores Order number and click the Display File icon to bring up the order.
- Looking at the right side of the order screen under the heading labeled Status you should see one of four possible terms. The four terms and their definitions follow:
- Entered: Order has not been approved: we cannot pick your order
- Approved: Order has been approved but not picked (Your order would have to be approved by noon three business days prior to your regular delivery day. To view delivery schedules, click here.
- Part Picked: Item picked; however, there is an insufficient quantity of your ordered item (What is available will be shipped on your normal delivery day, the remainder will be on backorder until a new shipment is received in the warehouse)
- Closed: This means that your order is either in process or has been shipped
What do I do if I can't approve my order?
You must go into the Stores Order Entry screen, enter a Requestor ID. Before entering your SO number, click on the Binoculars (find) icon. This will show a list of all unapproved SO numbers. Identify your order by the Order Number, Location or Requestor. When you have located your order on this screen, make a note of the Requestor ID. You will need to use this same ID during the approval process. Place your cursor in the space to the left of your SO number and click the tiny triangle (highlighting the entire line) then click on the Select By Cursor icon at the top left of the window to proceed:
- Make sure the Complete field has been clicked to show the check mark in the Warehouse Requisition Entry screen. If it has not been checked, click on the Change icon and click in the Complete field. When the check mark is present, click on the Accept icon and then the Change Record As Shown icon. Proceed to the Warehouse Requisition Approval screen.
- Enter the Requestor ID used to enter the order originally. Enter the Stores Order number into the first field. Click on the Process button and then the Generate List button. To verify that your order has been approved, click on Favorites and the Stores Order Inquiry. Enter your SO number and click on the Display icon. If you were successful in approving your order, the status should show as something other than '1' or 'Entered.' It should have a '2' at the top and the word 'Approved' on the right side mid-screen.
- If you are still unable to approve your SO, contact the warehouse for assistance by sending an e-mail for help. For more complete information, look up the Entering Warehouse Orders Through Cayenta in the handbook.
How do I cancel or modify an unapproved order?
To cancel an unapproved stores order:
- Enter the Stores Orders entry screen
- Enter Requestor ID and click on the Accept
- Enter your SO number and click on the Display icon to bring up the order
- While the SO is on the screen, click on the Garbage Can icon (delete) and then click on the Delete Record button. Cayenta should return a message verifying the order has been cancelled
To modify an unapproved stores order:
- Enter the Stores Orders entry screen
- Enter Requestor ID and click on the Accept icon
- Enter your SO number and click on the Display icon to bring up the order
- While the SO is on the screen, click on the Edit icon, place your cursor on the line of the item you wish to modify or delete
- To delete the item line, click on the Garbage Can icon (delete) and then click on the Delete Record button. Cayenta should return a message verifying the item has been deleted. Now you can proceed to exit this screen and continue to edit and approve the Stores Order after the deletion(s)
- To modify the quantity of an item in your Stores Order, place your cursor in the Quantity Field, enter the new quantity. Make sure the other quantity is totally erased. Click on the Accept icon and then the Change Record As Shown button. Now you can proceed to exit this screen and continue to edit and approve your Stores Order after the modification(s).
- Perform only one modification at a time and Exit With Save before performing the next modification to any Stores Order. Cayenta can be challenging with more than one modification at a time.
How do I cancel or modify a backordered item in Cayenta?
- Enter the Stores Orders menu.
- Enter the Backorder menu then the Backorder Maintenance menu.
- Enter your Requestor ID.
- Enter Stores Order (SO) number and click the Binoculars icon to search for any items that may be backordered against your SO number
- Select the item you wish to modify/cancel by clicking on the small triangle next to the record and then click the Select Record icon
- Click the Change icon and your cursor will be placed in the Quantity Outstanding Field. To modify the quantity, either enter a new quantity lower than what appears or erase the entire field to cancel the backorder completely. Now click the Change Record As Shown icon. There will be a warning message if the quantity is blank or zero, click the icon again and the transaction will continue. Now Exit and perform both the Edit and Approval steps to complete the transaction.
- To verify that the transaction is indeed complete, perform a Stores Order Inquiry, look up the item and note the status and quantity field for this item. Status should be Approved or Closed and the quantity should reflect that you modified or canceled the record. For more complete instructions, look up Backordered Items From Dps School Supply Store Warehouse in the handbook.
When is my regular weekly delivery day?
Click here to view regular deliveries [PDF] |
