1. Orders & Shipment Tracking
Welcome to the Orders & Shipment Tracking Training Module.

2. Topics User Roles Request Additional Order Add-on Role
Find an Existing Order
Create Orders
Edit Orders
Cancel Orders
Track a Shipment
Resources
Support
We will first explain basic user account management permissions to perform the activities shown in this module, then we will explain how to find an existing order; create and edit an order; reject, and cancel order submissions; and finally show details on shipment reports.
This training may be viewed by LEA or School Test Coordinators involved in PARCC assessments.

3. User Roles
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For demonstration purposes, we will use the LEA/District Test Coordinator Role with the Request Additional Order Add-on Role
Users must be assigned certain roles in PearsonAccessnext to perform actions outlined in this training module. The following user roles can be assigned to district staff creating, editing, or cancelling orders. In addition to the base roles, some users will need to have the Request Additional Order Add-on Role.
For this presentation, we will use the LEA/District Test Coordinator role, as it has the request additional order role built into that base role.
If you have further questions on user accounts, review the User Role Matrix document to help you understand base and add-on user role options and permissions sets.

4. Find an Existing Order
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Before working with additional orders, first select the appropriate administration at the top of the screen. You may want to change your organization if needed.
Orders are used to acquire additional materials beyond what is calculated from enrollment counts and are made after the initial order. The additional order might be placed for several reasons, such as to provide materials for students who have transferred into the district or because of roster changes after initial registration.
Let’s first review how to find an existing order. We will review creating, editing, and canceling orders later in this presentation.
Go to Setup > Orders & Shipment Tracking, to find an existing order.
You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the search button. If you know additional details to an order number, such as the Order # or Type, you may use the Filters to reduce the number of records in your search results.
Notice that you may manage the result columns to show only the information you want to see.
To view the order details, click the blue information icon.

5. Create an Order With Request Additional Order Add-on Role
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Next, let’s review how to create and edit an order.
You should verify that shipping and contact information for your organization is accurate. Follow your state protocol to edit this information, if incorrect.
In Setup > Orders & Shipment Tracking,
From the task list, select Create / Edit Orders and click Start.
To create an order, select Create Additional Order and then fill in the details: date needed, reason, special instructions, submitter , submitter phone, ship to, contact information, and shipping address.
Click the Add Items button to set the number of items in your materials order. An Edit Materials Order form will appear.
Use the search field to search for materials or use the filters at the top of the screen to show you only the materials you are looking for.
Indicate the amount of materials being ordered by manually adding the number or using the up and down arrows next to materials in the list to adjust the amount being ordered.
Enter the exact quantity of materials you need (e.g. If you need 7 geometry test booklets and answer documents, you will enter the number 7 in these fields).
Accommodated materials are packaged in kits: Large Print Test Kits, Braille Test Kits, and Read-Aloud Test kits. Order one accommodated kit per student. There is an exception, however, if human read aloud/human signer is being provided for Math to a student who requires a Large Print and Braille, order both the Large Print or Braille and the Read Aloud kit. The kit contains the Human Reader Script for Math. 
After adjusting your order, click the Save button to close the window. You may click on the blue hyperlink below to Materials Order to double-check your order.
Click Create to finish.
You will receive a green success message and you may click on your order number under the Additional Order column to review or edit your order.

6. Edit an Order With Request Additional Order Add-on Role
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To edit an existing order:
Go back to Setup > Orders & Shipment Tracking.
Mark the box next to an order to select the order from the list on the page. 
From the task list, select Create / Edit Orders and click Start.
Select your order from the Additional Orders list.
Click Show Order Details to view the previously entered details, including shipping information, materials ordered, and current shipping status.
Select Close to close this window.
Depending on the status of the order, different options will be available. 
If the order has been submitted, but not yet approved, you can adjust the details and change the number of materials ordered, using the same steps used to Create the order. After you have made your changes, select Save.
If the order has been processed, it cannot be edited, but you can view the order status.

7. Order Status Descriptions
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Submitted – the order has been created.
Rejected – The order was not approved.
Pending – The order has been approved and sent to Pearson.
Processing – The order has been seen by a Pearson employee and is being prepared.
Backordered – The ordered materials are not currently available, but will be sent when they are available.
Transit – The order has been sent.
Delivered – The order has been received.
Once an order has been processed it will be given a status of submitted. This status can change depending on what stage of the approval process it is in. Please review the order statuses, in chronological order.

8. Cancel an Order With Request Additional Order Add-on Role
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If an order is not desired, it can be canceled; except for orders that have already been approved. Canceled orders are deleted from the system and no record remains.
To cancel an order, follow these steps:
From Setup > Orders & Shipment Tracking, mark the box(es) to select the order(s) you want to cancel. Orders must have a status of submitted.
From the task list, select Cancel Orders and click Start.
Select the order(s) from the list and click Cancel Orders.

9. Track a Shipment
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To view order status and track shipments, follow these steps:
From Setup > Orders & Shipment Tracking, find the order that interests you from the list of orders.
Click the information icon next to the order number.
Select from the available tabs to view various order details. This includes:
Details and Status – shows order status, date and reason ordered
Ship To - shows the order’s contact information and shipping address.
Materials order – shows details of materials ordered, and
Shipments – shows the order’s status, estimated time for arrival, delivery date, and tracking number.
Select the Shipments tab to view shipment and tracking information.

10. Resources
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User Role Matrix – updated annually on the PearsonAccessnext website
PearsonAccessnext User Guide
Manage Orders
Track Shipments
There are additional resources available to help you.
The User Role Matrix is updated annually and contains the User Roles and permissions assigned to the User Roles. This is a great place to determine the base and add-on roles required to perform tasks in PearsonAccessnext.
Additionally, the PearsonAccessnext User Guide is accessible while a user is in PearsonAccessnext. Click Support > Documentation. The PearsonAccessnext Online User Guide is found in the Top Resources menu, to the right of the screen.

11. Support Contact PARCC Customer Support Center for assistance with:
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Topics
Contact PARCC Customer Support Center for assistance with:
Contact your State, LEA/district, or School Test Coordinator for assistance with:
Navigating PearsonAccessnext
Navigating the Training Center
Managing Student Registration/Personal Needs Profile (SR/PNP) Data
Setting up test sessions
Managing user IDs and passwords
Accessing resources
Setting up proctor caching
Submitting additional orders
Inquiring about shipments
Testing schedule
Testing accommodations
Unusual circumstances on test days
Violations of test security
School emergencies that affect testing
Questions about general testing policies
Questions about state communications
Many resources are available online.
During the PARCC test administration, PARCC Support can be reached toll free at Pearson Online Support and Resources are at:
Your State or LEA Test Coordinator may also assist you. Please contact them if you need guidance on these topics.
Pearson Online Support and Resources:
Call Toll Free:

12. Go to: Topics
Thank you
This concludes the Orders and Shipment Tracking Training Module. Thank you!