On-Line Printing Requisition Lesson


In this lesson you will learn the on-line printing requistion procedure.


Steps:

  1. PRINTING REQUISITION INSTRUCTIONS

     

    The Printing Requisition should be used for ordering graphics, printing, inserting, inkjetting, etc. Any additional specifications may be added as an attachment. Originals and examples must be included in your order.  Camera-ready artwork is artwork that requires no modifications for the Print Shop to print the job according to the specifications of the printing requisition.

     

    There is an FTP site available for electronically sending files.  Files can be attached to the Printing Requisition or sent individually to the FTP address.

    Step 1
  2. Click in the User ID: field.

    Step 2
  3. Enter the desired information into the User ID: field.

     

    NOTE: This is your User ID for My Nebraska Portal.  You must work through OCIO Help Desk for access to this site.

     

    Enter "JPerez".

    Step 3
  4. Press [Tab].

    Step 4
  5. Enter the desired information into the Password: field.

     

    NOTE: This is not your NIS password.

     

    Enter "Password".

    Step 5
  6. Click the Login button.

    Step 6
  7. Click the My Applications link.

    Step 7
  8. Click the NIS Print Shop link.

    Step 8
  9. Please contact the Print Shop if you have any questions.

     

    The Print Shop is under the Administrative Services, Materiel Division and is located in the lower level of the 501 South 14th Street Building, Lincoln, NE 68509.

     

    o  Telephone: 402-471-2826

    o  FAX Number (office):402-471-2838

    o  FAX Number (graphics for proofs): 402-471-8652

    Step 9
  10. CLICK HERE FOR INSTRUCTIONS:  Click this button throughout the process of entering your requisition for assistance in entering data in fields.

    Step 10
  11. PLEASE CHOOSE ONE OF THE FOLLOWING:

     

    Select the Radio Button to indicate:

     

    o New, never printed before

    o Reorder, same Item with no changes

    o Revised, same item with changes

     

    OR

     

    Pull up an Unsubmitted Requisitions (started, not finished) to make changes, delete, or submit)

    Step 11
  12. Click the New, never printed before option.

    Step 12
  13. DELIVERY DUE DATE: date the completed job is requested to be delivered to the agency.

     

    PLEASE ALLOW A MINIMUM OF 10-15 WORKING DAYS.  Additional time must be allowed for any input or design in our Graphics Area.

     

    Enter information in required date format OR use Calendar to enter Delivery Due Date.

     

    Click in the (MM/DD/YYYY) field.

    Step 13
  14. Enter the desired information into the (MM/DD/YYYY) field.

     

    Enter "08/31/2009".

    Step 14
  15. Press [Tab].

    Step 15
  16. TITLE OF PIECE TO BE PRINTED:  name of the piece to be printed

     

    Enter the desired information into the Title Of Piece to be Printed: field.

     

    Enter "Special Instruction Manual".

    Step 16
  17. FORM NUMBER: Agency assigned control number printed on the item (if applicable)

     

    Enter the desired information into the Form Number: field.

     

    Enter "19980221_LDP".

    Step 17
  18. Use scrollbar to navigate to the bottom of the screen.

    Step 18
  19. JOB TYPE

     

    Click on the picture which represents the type of job to be printed:

     

    o  Forms

    o  Brochures

    o  Business Cards

    o  Letterheads

    o  Books

    o  Newsletters

    o  Envelopes

    o  Other (provide description of "Other" job in field)

    Step 19
  20. Selecting "Other" as a job type requires further detail regarding the print job.

     

    Click in the Enter a description for 'other' job. field.

    Step 20
  21. Enter the desired information into the Enter a description for 'other' job. field. Enter "Spec Manual".

    Step 21
  22. Click the appropriate Job Type.  Options within the Printing Requisition will vary based on the Job Type selected.

     

    Click the Other button.

    Step 22
  23. AGENCY/SHIPPING INFO tab:

     

    Information provided on this page indicates Agency to be billed and destination of printed materials.

    Step 23
  24. DELIVERY DUE DATE: date entered can be updated as needed

    Step 24
  25. TITLE OF PIECE TO BE PRINTED: name of the piece to be printed can be updated as needed

    Step 25
  26. FORM NUMBER: Agency assigned control number printed on the item (if applicable)

    Step 26
  27. REQUSITION #: system assigned number to this requisition

    Step 27
  28. JOB DESCRIPTION: type of job (New, Revised, and Reorder) and selection selected when creating Printing Requisition.

    Step 28
  29. CHANGE JOB DESCRIPTION: it is possible to change job type to any other option and retain existing Agency/Shipping Information.

    Step 29
  30. AGENCY INFORMATION

     

    Provide reference and contact information regarding the Printing Requisition.

    Step 30
  31. AGENCY REQUISITION #: control number assigned by the agency.  This number may be referred to when inquiring about the job.

     

    Click in the Agency Requisition #: field.

    Step 31
  32. Enter the desired information into the Agency Requisition #: field.

     

    Enter "LDP1245".

    Step 32
  33. Press [Tab].

    Step 33
  34. PREVIOUS REQUISITION # OF THIS JOB:  Agency control number which was assigned to the requisition previously used to order the job.  This number should be supplied for reorders and revisions.

     

    Enter the desired information into the Previous Requisition # of this Job: field.

     

    Enter "LCP1235".

    Step 34
  35. Press [Tab].

    Step 35
  36. PERSON TO CONTACT: Name(s) of the agency contact(s) that can supply information that may be required and for approval of proofs.

     

    Enter the desired information into the Person To Contact: field.

     

    Enter "JULIE JOHNSON OR AMY SCOTT".

    Step 36
  37. Press [Tab].

    Step 37
  38. PHONE: telephone number where the agency contact can be reached.

     

    Enter the desired information into the Phone: field.

     

    Enter "402-471-2222".

    Step 38
  39. Press [Tab].

    Step 39
  40. FAX NUMBER: fax number where agency contact person can be reached.

     

    Enter the desired information into the Fax: field.

     

    Enter "402-471-1111".

    Step 40
  41. Press [Tab].

    Step 41
  42. EMAIL: E-mail address of agency contact.

     

    Enter the desired information into the Email: field.

     

    Enter "julie.johnson@nebraska.gov".

    Step 42
  43. Use scrollbar to navigate to the bottom of the page.

    Step 43
  44. SHIPPING INFORMATION

     

    There are two options for selecting the Agency/Division location for Shipping and Billing.

     

    Either Select the NIS Address Book # for Print Shop Billing OR Select your Agency, Division, and Other Data that defines the location for which the Print Job will be printed.

    Step 44
  45. Once a "Ship To" address is defined, the complete "Ship to Address" and the "Send Invoice To" information populates.

    Step 45
  46. SHIP TO ADDRESS BOOK #: if known, select the appropriate Address Book Number.

     

    "Ship To" fields can be revised.  If an Agency/Division is responsible for a specific print job, but the print job will ship to an alternate location, revise the Shipping Address to reflect the final destination.

     

    If shipping to multiple locations, indicate this information in the"Attention To" field:

    For example:  Attention To: Multiple Locations

     

    If shipping through a "storage" facility, reflect the "storage facility in the "AttentionTo" field, and retain the final destination in the "Ship To" Address fields.

    For example:  Attention To:  Hill Street Storage

    Step 46
  47. SELECT AGENCY, DIVISION, AND OTHER DATA: If Address Book # is unknown, select appropriate location through dropdown lists.

    Step 47
  48. Click the Select Agency: list.

     

    Select appropriate Agency.

    Step 48
  49. Click the ADMINISTRATIVE SERVICES list item.

    Step 49
  50. Click the And Division: list.

     

    Select appropriate Division.

    Step 50
  51. Click the BUILDING DIVISION list item.

    Step 51
  52. Click the And Other Data: list.

     

    Select appropriate data that further defines Ship To location.

    Step 52
  53. Click the OMAHA OFFICE list item.

    Step 53
  54. SIX DIGIT ACCOUNT # (not required): Automatically populates if there is a six digit account code assocated with the Address Book # based on:

     

    o  Bill To Address Book #

    o  Agency

    o  Division

    Step 54
  55. SHIP TO NAME: Automatically populates.  This field cannot be overwritten.

    Step 55
  56. ATTENTION TO: Enter the name of the person to whom printed material should be delivered.

     

    If print job will be delivered to multiple delivery locations, indicate "MULTIPLE LOCATIONS" in the ATTENTION TO field.

    Step 56
  57. SHIP TO ADDRESS 1:

    SHIP TO ADDRESS 2:

    SHIP TO ADDRESS 3:

    SHIP TO CITY:

    SHIP TO STATE/ZIP CODE

     

    Fields automatically populate from NIS.  These fields can be overwritten with different information.

     

    Any revisions to these fields will only affect the current Printing Requisition.  For permanent revisions, contact Print Shop to update Address Book record.

    Step 57
  58. SEND INVOICE TO INFORMATION

     

    The address where the "Print Shop Consolidated Invoice" will be sent.  This will populate automatically, but can be overwritten if necessary.

    Step 58
  59. To revise the Send Invoice To Address, follow the same steps used to select the Ship To Address.

    Step 59
  60. AGENCY ACCESS:  For end users who request Print Jobs for multiple agencies, select appropriate agency number.

    Step 60
  61. AGENCY:

    DIVISION/ADDRESS:

    OTHER DATA:

     

    Fields automatically populate from NIS.  These fields can be overwritten with different information.

     

    Any revisions to these fields will only affect the current Printing Requisition.  For permanent revisions, contact Print Shop to update Address Book record.

    Step 61
  62. You can navigate through the pages by using the buttons on the bottom of the screen or by selecting the tabs at the top of the screen.

     

    Clicking on "Next" or "Previous" will save data entry.

     

    Current page will not advance until all required fields are filled.  Required fields will be indicated by RED lettering.

     

    Click the Next button.

    Step 62
  63. JOB DESCRIPTION

     

    Provides AS Print Shop information about the printing requirements for you Print Job.

    Step 63
  64. PRE-PRESS/COMPUTER SERVICES

     

    Check work required prior to the actual printing process:

     

    o PROOF (IMPORTANT:  New or revised copy MUST BE PROOFED and signed off by the agency.)

     

    o ART DESIGN

     

    o BLEEDS - the ink appears flush with the edge of the paper. When bleeds are used, the artwork and screens must extend 1/4" beyond the trim marks on the original.

    Step 64
  65. PROOF: Automatically selected for New and Revised jobs

     

    (IMPORTANT:  New or revised copy MUST BE PROOFED and signed off by the agency.)

    Step 65
  66. PROOF DELIVERY METHOD:

     

    o  Contact Customer

    o  Fax

    o  Interagency

    o  On-site

     

    Click the Proof Delivery Method: list.

    Step 66
  67. Click the Contact Customer list item.

    Step 67
  68. ART DESIGN

    Step 68
  69. BLEED

    Step 69
  70. PRINT

     

    Select how job is to be printed.  Number of originals for each type should be specified in "Specify" field.

     

    o  One Side Only

    o  Front and Back Head

    o  Front and Back Tumble

     

    Step 70
  71. ONE SIDE ONLY:

     

    As needed, provide additional information in Specify: field to the right

    Step 71
  72. FRONT AND BACK HEAD

     

    As needed, provide additional information in Specify: field to the right

     

    Click the Front And Back Head option.

    Step 72
  73. FRONT AND BACK TUMBLE:

     

    As needed, provide additional information in Specify: field to the right

    Step 73
  74. Use scrollbar to navigate through screen.

    Step 74
  75. TEXT, COVER, and OTHER

     

    JOB TYPE determines which of the following data fields will be available.

     

    o  Text

    o  Cover, and

    o  Other

    Step 75
  76. Click into the Number of Originals: field.

    Step 76
  77. NUMBER OF ORIGINALS: enter number of originals into the Number of Originals: field.

     

    Enter "1".

    Step 77
  78. Press [Tab].

    Step 78
  79. NUMBER OF COPIES: enter the quantity per original to be printed.  In multiple-part forms, enter the number of sets desired into the Number of Copies: field.

     

    Enter "550".

    Step 79
  80. INK COLOR: enter the color or colors of ink desired. Use PMS numbers whenever possible. A soy/corn-based ink is normally used.

     

    Selection is made through opening drop-down box and selecting appropriate list item.

     

    o  4 Color Process

    o  Black

    o  Other - SPECIFY FOR OTHER required

     

    If Other is selected, additional information must be provided in SPECIFY FOR OTHER field.

     

    Click the Ink Color: list.

    Step 80
  81. Click the Black list item.

    Step 81
  82. PAPER COLOR: enter color desired (you may contact the Print Shop to see color charts or paper samples)

     

    o  Other - SPECIFY FOR OTHER required

    o  White

     

    Selection is made through opening drop-down box and selecting appropriate list item.

     

    Click the Paper Color: list.

    Step 82
  83. Click the White list item.

    Step 83
  84. PAPER WEIGHT: if known, enter weight of paper desired, use the mill name and  grade

     

    EXAMPLE: 65 lb

     

    Note: The State gives preference to recycled paper.

     

    Click in the Paper Weight: field.

    Step 84
  85. Enter the desired information into the Paper Weight: field.

     

    Enter "50 #".

    Step 85
  86. PAPER TYPE:

     

    o  Coated: Dull

    o  Coated: Gloss

    o  Other - SPECIFY FOR OTHER required

    o  Uncoated

     

    If Other is selected, additional information must be provided in SPECIFY FOR OTHER field.

    Step 86
  87. FINISHED/PAPER SIZE:

     

    FINISHED FLAT PAPER SIZE: check appropriate box for paper size before folding.

     

    FINISHED SIZE: enter size after folding, trimming, etc.

     

    o  11 x 17

    o  2 x 3-1/2

    o  4-1/4 x 5-1/2

    o  5-1/2 x 8-1/2

    o  8-1/2 x 11

    o  8-1/2 x 14

    o  Envelope

    o  Other - SPECIFY FOR OTHER required

     

    Click the Finished/Paper Size: list.

    Step 87
  88. Click the 8-1/2 x 11 list item.

    Step 88
  89. Complete data fields as required for Text, Cover, and/or Other.

    Step 89
  90. Click in the Number of Originals: field.

    Step 90
  91. Enter the desired information into the Number of Originals: field. Enter "1".

    Step 91
  92. Press [Tab].

    Step 92
  93. Enter the desired information into the Number of Copies: field. Enter "550".

    Step 93
  94. Click in the Ink Color: list.

    Step 94
  95. Click the Black list item.

    Step 95
  96. Click the Paper Color: list.

    Step 96
  97. Click the Other list item.

    Step 97
  98. Press [Tab].

    Step 98
  99. Enter the desired information into the Specify for Other: field. Enter "IVORY".

    Step 99
  100. Press [Tab].

    Step 100
  101. Enter the desired information into the Paper Weight: field. Enter "60 #".

    Step 101
  102. Click the Finished/Paper Size: list.

    Step 102
  103. Click the 8-1/2 x 11 list item.

    Step 103
  104. Use the scrollbar to navigate to the bottom of the screen.

    Step 104
  105. Click the Next button.

    Step 105
  106. FINISHING / MAILING

     

    Information on this screen provides AS Print Shop with details on processing requirements once the job is printed.

    Step 106
  107. FINISHING

     

    Select appropriate options based on Print Job requirements.  Include samples or examples as needed

    Step 107
  108. COLLATING: NUMBER OF SHEETS:

     

    Enter the desired information into the Number of Sheets: field.

    Step 108
  109. NUMBER OF COPIES:

     

    Enter the desired information into the Number of Copies: field.

    Step 109
  110. BINDING TYPE:

     

    o  Other - SPECIFY FOR OTHER required; specify exact locations and quantity of staples required;

    o  Perfect - gluing a wrap-around cover to the collated sheets, making a book

    o  Plastic Comb - plastic binding device giving the appearance of a loose leaf book (indicate color)

    o  Saddle Stitch - stapling a book in the fold of collated sheets

    o  Spiral Bind - plastic coil binding which allows the pages to lay flat (indicate color of binding material)

    o  Staple: 2 at Side - side staples are placed on the outside of collated sheets

    o  Staple: 2 at Top - specify exact locations and quantity of staples required

    o  Staple: Upper Left - staples are placed on the outside of collated sheets

     

    Click the Binding Type: list.

    Step 110
  111. Click the Saddle Stitch list item.

    Step 111
  112. PUNCHING HOLES - indicate number of holes:

     

    o  2-Hole

    o  3-Hole

    o  5-Hole

    o  Other - SPECIFY FOR OTHER required

     

    Please include example.

     

    Click the Punching Holes: list.

    Step 112
  113. Click the 3-Hole list item.

    Step 113
  114. PUNCHING LOCATION:  indicate location of holes:

     

    o  Other - SPECIFY FOR OTHER required

    o  Side

    o  Top

     

    Click the Punching Location: list.

    Step 114
  115. Click the Side list item.

    Step 115
  116. PADDING EDGE - for normal gum padding:

     

    Location:

    o  Side

    o  Top

     

    Additional Information Requirements:

    o  enter the number of sheets per pad

    o  select chipboard backing if desired

    o  select Fan Out padding if desired -  attaching carbonless paper in sets so that each set can be used individually

    Step 116
  117. TRIMMING SIZE - enter both dimensions the finished piece should be trimmed to:

     

    o  11 x 17

    o  2 x 3-1/2

    o  4-1/4 x 5-1/2

    o  5-1/2 x 8-1/2

    o 8-1/2 x 11

    o 8-1/2 x 14

    o  Other - SPECIFY FOR OTHER required

     

    Click the Trimming Size: list.

    Step 117
  118. Click the 5-1/2 x 8-1/2 list item.

    Step 118
  119. Press [Tab].

    Step 119
  120. Enter the desired information into the Specify for Other: field. Enter "Skim".

    Step 120
  121. PACKAGING - indicate how items are to be finished for delivery:

     

    o  Box

    o  Banding - indicate quantity per band

    o  Shrinking - indicate quantity per shrink-wrap; or

    o  SPECIFY OTHER PACKAGING

    Step 121
  122. Use the scrollbar to navigate to the bottom of the screen.

    Step 122
  123. SPECIAL WORK

     

    Select appropriate options

    Step 123
  124. BEGINNING NUMBER/ENDING NUMBER - enter the first and last numbers if Print Job requires numbering

    Step 124
  125. PERFORATING - punching a series of small holes in a printed piece to allow a portion to be torn away

     

    o Yes - please provide a description or a Sample

    Step 125
  126. SCORING - putting a crease in the printed piece so it can be easily folded

     

    o Yes - please provide a description or a Sample

    Step 126
  127. LAMINATE THICKNESS - permanently covering the piece with plastic, making it more durable

     

    o  3 mil

    o  5 mil

    o  Other - SPECIFY FOR OTHER required

     

    If Unknown - select Other and enter "Unknown" in SPECIFY FOR OTHER field

    Step 127
  128. LAMINATE BORDER -

     

    o  Border

    o  No Border

    o  Other - SPECIFY FOR OTHER

    Step 128
  129. MAILING

     

    indicate operations required to prepare items for mailing

     

    Step 129
  130. INSERTING - process of inserting and sealing items in envelopes for mailing. List, in order, items to be inserted (#1 is the top item when they are removed from the envelope).

     

    Enclose example whenever possible.

     

    Click the Inserting option.

    Step 130
  131. INTELLIGENT INSERTING versus SIMPLE INSERTING: select appropriate option

     

    Click the Simple Inserting option.

    Step 131
  132. Enter the desired information into the Insert #1: field.

     

    Enter "Insert Information".

    Step 132
  133. Press [Tab].

    Step 133
  134. Enter the desired information into the Insert #2: field.

     

    Continue for all Insert fields.

     

    Enter "Insert Information 2".

    Step 134
  135. ADDRESSING TYPE - process of applying addresses on mail pieces from an address list

     

    o  Digital

    o Inkjet - address lists submitted are placed in zip code order by postal software. Addresses and barcodes are sprayed on each piece by inkjet equipment.  This qualifies the mailing for the Automated Barcode Postal Rate discount.

     

    Click the Addressing Type: list.

    Step 135
  136. Click the Inkjet list item.

    Step 136
  137. POSTAGE METHOD - if known, select appropriately:

     

    o  1st Class

    o  1st Permit

    o  1st Presort

    o  Nonprofit

    o  Other - SPECIFY FOR OTHER required

    o  Periodical

    o  Standard

     

    Click the Postage Method: list.

    Step 137
  138. Click the Other list item.

    Step 138
  139. Press [Tab].

    Step 139
  140. Enter the desired information into the Specify for Other: field. Enter "Presort Std".

    Step 140
  141. Click the Next button.

    Step 141
  142. COMMENTS

     

    Use this section to provide information to the Print Shop regarding your Printing Requisition.

     

    Enter the desired information into the COMMENTS field.

     

    Enter "Call 555-1212 prior to shipping.  Samples attached.".

    Step 142
  143. Press [Tab].

    Step 143
  144. ATTACHMENTS: / SAMPLES electronic attachments can be submitted with the Printing Requisition provided the files are less than 2 Gig in size.  If over 2 Gig, submit files via the FTP server.  Contact AS Print Shop for further instructions if necessary.

    Step 144
  145. Click the Browse... button.

    Step 145
  146. Search computer for appropriate attachment.

     

    Click the Book1.xls list item.

    Step 146
  147. Click the Open button.

    Step 147
  148. Click the Upload button.

    Step 148
  149. Attachment will be submitted when Printing Requisition is submitted.

     

    Continue to attach additional electronic files as needed.

     

    If incorrect file is attached, click Delete X button.

    Step 149
  150. ADD ADDITIONAL ACCOUNTING INSTRUCTIONS (OPTIONAL)

     

    Some agencies split accounting for single print jobs. Click the Add Additional Accounting Instructions option to provide accounting information regarding the Printing Requisition.

    Step 150
  151. Complete information as needed.  Multiple lines can be created.

     

    Click in the Business Unit: field.

    Step 151
  152. Enter the desired information into the Business Unit: field. Enter "65050019".

    Step 152
  153. Press [Tab].

    Step 153
  154. Enter the desired information into the Object: field. Enter "521500".

    Step 154
  155. Press [Tab].

    Step 155
  156. Enter the desired information into the Percent: field. Enter "50".

    Step 156
  157. Press [Tab].

    Step 157
  158. Enter the desired information into the Comment: field. Enter "split between subprograms".

    Step 158
  159. Once data entry is completed, click the Add button.

     

    Continue to add accounting data as needed.

    Step 159
  160. Enter the desired information into the Business Unit: field. Enter "65050020".

    Step 160
  161. Press [Tab].

    Step 161
  162. Enter the desired information into the Object: field. Enter "521500".

    Step 162
  163. Click in the Percent: field.

    Step 163
  164. Enter the desired information into the Percent: field. Enter "50".

    Step 164
  165. Click the Add button.

    Step 165
  166. PRIOR to submitting the Printing Requisition, to AS Print Shop, you can print a PDF with detailed Printing Requisition Information.

     

    Click the Print button.

    Step 166
  167. FILE DOWNLOAD window appears.

     

    Click the Open button

    Step 167
  168. Printing Services Requisition PDF will appear in Adobe Acrobat application.

    Click the Close button.

    Step 168
  169. SAVE AND EXIT enables you to save the Printing Requisition you create and retrieve it later for completion/submission.

     

    Click the Save and Exit button button.

    Step 169
  170. To view Printing Requisitions that have been started, but not submitted, click the View Unsubmitted Requisitions button.

    Step 170
  171. Search for the Printing Requisition you want to work with.

     

    Use the scrollbar to navigate.

    Step 171
  172. Click the Edit button for the Printing Requisition to update and/or submit.

    Step 172
  173. Make updates as needed.  When complete, click the Comment / Attachment button.

    Step 173
  174. To complete the On-Line Printing Requisition Process, click the Submit button.

    Step 174
  175. Click the Return to Application button.

    Step 175

You have successfully completed this lesson.

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