Process Online Request

Follow these instructions to process requests submitted through the Confucius Institute Resource Center. Orders submitted via the web land in the Confucius Institute Resource Center database and appear on the Requests tab.

  1. Match the borrower. Users submit orders using their email address. If their email address matches an email address in the borrower table, the user's name and address automatically fill. If the email address does not match an email address in the borrower table, they may still be a valid borrower but used a different email address on the online form. Use the Borrower ID drop-down list to match the request with a valid borrower. If the user is a new borrower, follow the guidelines for setting up new borrowers.

  2. Print Fulfillment List and gather materials. The Fulfillment List shows all the items and their shelf location. Use this list to gather the materials. Many items have multiple copies so take care to match the ID on the list with the ID on the item.

  3. Turn the request into a loan. Click the button to turn the request into a loan. The database creates a new loan and inserts the borrow information. Notice the loan references the online request number so you can always tell what loans originated as online requests.

  4. Add the materials to the loan. Add the materials to the loan as you normally do by scanning the item's bar code label. The database will alert you if you add an item that is not on the request.

  5. Print the receipt.

  6. Print a borrower label.

  7. Assemble and stage for shipping. Package the materials and receipt in a shipping envelope. Affix the borrower label.

  8. Ship item.

  9. Complete the shipping information. Record the courier and tracking number in the database. This will be used for tracking the package and will be sent in the confirmation email.

  10. Mark the request as shipped. Click the the button to mark the request as shipped will update the status and insert the current date in the shipped date field.

  11. Send email confirmation. Click the button to prepare a confirmation email.