District: Intra-District Transfer/Loan Inventory

You have the ability via the Charms District Portal to transfer or loan inventory items.  

1. Log into District Portal

2. Select the Inventory Icon 

   

   
   

Or Select Inventory across the top bar

2. Select the Transfer/Loan Inventory tab                               

TRANSFER

Transfer items when you intend to permanently move an item to another location or when returning an item that has been loaned to your location.

1. There will be a drop-down menu to select either Transfer To or Loan To

2. Select Transfer To

   

                                                                        

   NOTE: You cannot Transfer and Loan items at the same time. You will need to Transfer all items you wish to Transfer and then repeat the steps for Loaned items.

3. Select the school you wish to Transfer the item from   

   

   
   

4. Select the school you wish to Transfer the item to     

   

   
   

   NOTE: Only active schools with Charms accounts in your district will appear in this list

5. Select the category(s) containing the items you wish to transfer. This expands the category to show all the items. (Select the category again to collapse the list.)
1. NOTE: You may see a list of inventory categories that exist in your location but Do Not exist in the target location. When you transfer items, these categories will be created in the target location. 

6. Select each item you want to loan.     

   

   1. NOTE: SPECIAL MARKINGS:

      1. Items marked with a red “A” are assigned and cannot be transferred. You will need to check these items in before transferring them.

         

      2. Items marked with a red “R” are marked as out for repair and cannot be transferred.

         

7. Click the green "Transfer Inventory" button at the bottom of the screen to complete the transfer.

   

   
   

Loan

Loan items when you intend to permanently move an item to another location or when returning an item that has been loaned to your location.

1. There will be a drop-down menu to select either Transfer To or Loan To

2. Select Loan To                         

   

                                             

   
   

   NOTE: You cannot Transfer and Loan items at the same time. You will need to Transfer all items you wish to Transfer and then repeat the steps for Loaned items.

3. Select the school you wish to Loan the item from   

   

4. When you are ready to return the instrument to the school that loaned it, follow the directions for Transfer Inventory.

5. Select the school you wish to Loan the item to     

   

   
   

   NOTE: Only active schools with Charms accounts in your district will appear in this list

6. Select the category(s) containing the items you wish to loan. This expands the category to show all the items. (Select the category again to collapse the list.)
1. NOTE: You may see a list of inventory categories that exist in your location but  Do Not exist in the target location. When you loan items, these categories will be created in the target location. 
1. 
   

   

7. Select each item you want to loan.     

   

   1. NOTE: SPECIAL MARKINGS:
      1. Items marked with a red “A” are assigned and cannot be transferred. You will need to check these items in before transferring them.
      2. Items marked with a red “R” are marked as out for repair and cannot be transferred.

8. Click the green "Loan Inventory" button at the bottom of the screen

   

9. When you are ready to return the instrument to the school that loaned it, follow the directions for Transfer

REPORTING

In both the school account and the district portal, there is a report called Intra-District Transfer/Loan Report. This report will show you all of the items that have been transferred and loaned by the school.

NOTE: Schools in your district that are not listed on this report have not had items transferred or loaned to them nor transferred or loaned items out to other schools.

How to read the report:

The report is separated into two parts for each school.

1. Section 1: Inventory Items Transferred Out
   1. This will show you the following:
      1. Category
      2. Description
      3. Brand
      4. Model
      5. Dist/Item No
      6. Initiated by – the person who processed the Loan or Transfer
      7. Date – date the Loan or Transfer was completed.
      8. Transferred To – the name of the school the item was Loaned or Transferred to
      9. Phone Number – phone number on file for the person who initiated the Loan or Transfer

      10. Loan/Transfer – if the item was temporarily loaned to this location or permanently transferred.                                                      

          

2. Section 2: Inventory Items Transferred In
   1. This will show you the following:
      1. Category – category item is in.
      2. Description –
      3. Brand
      4. Model
      5. Dist/Item No
      6. Initiated by – the person who processed the Loan or Transfer
      7.  Date – date the Loan or Transfer was completed.
      8. Transferred From – the name of the school the item was Loaned or Transferred from.
      9. Phone Number – phone number on file for the person who initiated the Loan or Transfer

      10. Loan/Transfer – if the item was temporarily loaned to this location or permanently transferred.