stationery / cleaning material ordering system user manual
TRANSCRIPT
Stationery/Cleaning Material Ordering System | 1
Stationery / Cleaning material Ordering System
User Manual
Author: Sive Ngwenya Date : 08/05/2015
Department of the Premier: Centre for e-Innovation: ECAS
Stationery/Cleaning Material Ordering System | 2
TABLE OF CONTENTS
1. WELCOME .......................................................................................................................................... 3
2. HOW TO ACCESS STATIONERY / CLEANING MATERIAL ORDERING SYSTEM. ............ 3
3. CAPTURE STATIONERY / CLEANING MATERIAL ORDER ..................................................... 4
4. VIEW CAPTURED ORDER SUMMARY ........................................................................................ 7
5. UPDATE AN ORDER RECORD ...................................................................................................... 9
6. DELETE AN ORDER RECORD .................................................................................................... 10
7. SIGN-OFF ......................................................................................................................................... 11
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1. WELCOME
The Stationery and Cleaning material system is designed to assist the schools to order stationery and cleaning
material online. It will also assist to give an estimated amount spent, and items ordered.
2. HOW TO ACCESS STATIONERY / CLEANING MATERIAL ORDERING SYSTEM.
Stationery / Cleaning material ordering system can be accesses via CEMIS.
Any enquiries with regards to the online ordering process can be directed to:
Bianca Roman - 021 467 2266 - [email protected] Zandre Kleinschmidt - 021 467 2354 - Zandre.Kleinschmidt@ westerncape.gov.za Brian Le Keur - 021 467 2094 - Brian.Lekeur@ westerncape.gov.za Alexandra Henriques - 021 467 2767, [email protected]
The Stationery/Cleaning Material ordering can be done by following the following steps:
Step1: Capture the Stationery/ Cleaning Material Order – Page 4
Step 2: View Captured Order Summary – Page 7
Step 3: Update Order Record – Page 9
Step 4 : Delete Order Record – Page 10
Step 5: Order Signoff – Page 11
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3. CAPTURE STATIONERY / CLEANING MATERIAL ORDER
Once the user has logged on to CEMIS, click on “Administration” tab on the menu bar as indicated by (arrow_1) in
Figure_1 below. A drop down list will appear. Select Stationery/Cleaning order as indicated by (arrow_2).A sub menu
will appear to capture an order, Select “Capture Order” as indicated by (arrow_3) in Figure_1.
Figure_1
Note: The system is developed for ordering Stationery and cleaning material, but we will be focusing
on Stationery Ordering in this manual, as the process is the same for Ordering Cleaning material as
well.
After selecting “Capture Order” from the dropdown list, the following screen will be displayed
Figure_2
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Click on “Stationery” button (arrow_4) in Figure_2 above, and if you want to order Cleaning Material, you
can click on “Cleaning” button (arrow_5) in Figure_2 above, and the screen below will be displayed. See
Figure_3.
Figure_3
Click on “Capture Orders” button (arrow_6) in Figure_3 above to capture stationery order, and the screen
below will be displayed. See Figure_4.
Figure_4
Click on “Select Stationery” dropdown list (arrow_7) in Figure_5 below, and select an item to order, the
capturing screen will be displayed. See Figure_6.
Figure_5
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5.
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To order Stationery select the item by ticking the textbox next to the item as indicated by (arrow_8) in Figure_6. Enter
the quantity of Items as indicated by (arrow_9).
Note: The user is allowed to order more than 1 item. This can be done by ticking the appropriate textboxes on the
screen below.
Figure_6
To save order captured click “Save Stationery quantities” button as indicated by (arrow_10) above. The following
screen will be displayed, See Figure_7.
Figure_7
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Note: Estimated stationery orders amount has changed.See below
Note: You can follow the same procedure above to Capture Cleaning Material.
4. VIEW CAPTURED ORDER SUMMARY
Once the Stationery/Cleaning Material order has been completed you may view the order that was captured for your
school.Click “Summary of orders Captured ” as indicated by (arrow_11)in Figure_8.
Figure_8
After clicking“Summary of orders Captured”button, a list of all captures Items will be displayed. See Figure_9 below.
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Figure_9
STEPS TO FOLLOW TO UPDATE OR DELETE AN ORDER RECORD
STEP 3 Update an Order Record
To update an order record, click the “Update” button as indicated by (arrow_12) in Figure_9.
The user can change the quantity of items captured.
To save the changes made to an order, click the “Save Stationery Quantities” button as indicated by
(arrow_14) in Figure_10.
The system will go back to the screen showing the list of items captured. To return to your order summary
click on “Summary of Orders Captured” button.
STEP 4: Delete an Order Record
To delete an order record, click the “Delete” button as indicated by (arrow_13) in Figure_9.
To confirm, the user will click the “OK” button as indicated by (arrow_15) in Figure_11 below.
If the “Cancel” button is clicked, the “Captured Orders Summary” screen Figure_9 will be displayed.
The user must accept the deletion of the record by clicking the “OK” (arrow_16) in Figure_12 on Page 10.
The system will go back to the screen showing the list of items captured. To return to your order summary
click on “Summary of Orders Captured” button.
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5. UPDATE AN ORDER RECORD
To update an order record, click the “Update” button as indicated by (arrow_12) in Figure_9 on Page 8. The following
screen (Figure_10) will appear, the user can change the quantity of items captured.
Figure_10
To save the changes made to the order, click the “Save Stationery Quantities” button as indicated by (arrow_14) in
Figure_10 above. Figure_11 will be displayed.
Figure_11
Click on “OK” button (arrow_15) to exit from this screen.
The system will go back to the screen showing the list of ordered items. To return to your order summary click on
“Summary of orders Captured” button.
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6. DELETE AN ORDER RECORD
To delete an order record, click the “Delete” button as indicated by (arrow_13) in Figure_9 on Page 8.
The following screen (Figure_12) will appear, prompting the user to confirm the deletion of an ordered item. To
confirm, the user will click the “OK” button as indicated by (arrow_16). If the “Cancel” button is clicked, the “Summary
of orders Captured” screen will be displayed (Figure_9) on Page8.
Figure_12
When the user confirms the deletion in Figure_12 above the following screen will be displayed.
Figure_13
Click on “OK” button (arrow_17) to exit from this screen.
The system will go back to the screen showing the list of captured order items. To return to your order summary click
on “Summary of orders Captured” button.
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7. SIGN-OFF
To sign off the user has to click on “Signoff” as indicated by (arrow_19) in Figure_15.
Figure_15
After clicking “Signoff” button a list of all the captured Stationery and cleaning material will be displayed. See
Figure_16 below.
Figure_16
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The principal is required to verify the Stationery or Cleaning Material captured and the quantity ordered.
To signoff the Stationery or Cleaning material order the principal is required to:
Capture the stationery and Cleaning material order capturer’s Name and Surname in the textbox provided
as indicated by (arrow_20) in Figure_16 above.
Capture his/her Name and Surname in the textbox provided as indicated by (arrow_21) in Figure_16 above.
Capture the Chairperson of the SGB Sub-committee’s Name and Surname in the textbox provided as
indicated by (arrow_22) in Figure_16 above.
Click on the “Signoff Details” button as indicated by (arrow_23) to signoff the Stationery and Cleaning
Material order.
After clicking the “Signoff Details” button the following screen will be displayed.
Figure_17
Click on “OK” button (arrow_24) to exit from this screen. The Principal’s details will automatically be displayed in the
textbox indicated by (arrow_25) in Figure_18 below.
Figure_18
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