DRIVES Inventory Manager Training

The main vehicle for inventory management within DRIVES is the Inventory manager. When you login to DRIVES, from within the “New Manager” window, you should see “Inventory” listed under Managers, select it.

My Locations - Tab

When opening the Inventory Manager, It will automatically load to the “My Locations” tab. The “My Locations” tab will display all the inventory locations currently authorized to access. The “My Locations” tab lists the accessible inventory locations within DRIVES. Type in the green filter bar to quickly shorten the locations displayed. Click on one of the locations names to open up that inventory location.

Missing Inventory Location

If an inventory location that should be accessible is not seen, contact an Inventory Manager and request access. County managers that have “Inventory User Maintenance” security group added to their user profile in DRIVES will be able to add other users to a required inventory location. To add a new user, or to check if a user is already added to an inventory location, go to the “Users - Tab” section below.

If an Inventory Manager is not available, contact the State at CountyInventorySupport@state.co.us to get a user visibility an inventory location.

• Location Names

It is worth knowing that inventory location names have a design to them. When looking at a list of inventory location names, it is apparent that they are broken down into 2 or 3 parts. This is generally the difference between a housing and an issuing location.

• Housing Locations

A housing location is an inventory location where inventory can not be issued. These locations are designed to be holding/staging locations until the inventory at issuing locations run low. Physically these might be a warehouse, back closet, basement, or shelf in the back of the office. The name of these inventory locations tend to be in 2 parts, separated by a dash. For example, Denver County - Warehouse or Adams County - Brighton.

• Issuing Locations

An issuing location is an inventory location where inventory can be issued. These locations are designed to be utilized by clerks and frontline staff to hand out inventory to customers. Physically these tend to be a customer facing desk space, or shelving behind some frontline desks that multiple frontline clerks pull from. The name of these inventory locations tend to be in 3 parts, separated by 2 dashes. For example, Denver County - Tremont - Front Line 01 or Adams County - Brighton - Centralized.

Inside an Inventory Location

• When opening an inventory location, it will by default open the Group - Tab.

   This tab shows all the serialized inventory that can be issued from this location. Each line of inventory has a unique Group ID number attached to it.

• The Order which DRIVES Issues Inventory

DRIVES has a particular way of deciding on which inventory will be issued next. See the table below for reference.

Moving Inventory

Inventory in DRIVES can be moved in various different ways to best reflect organization within the office.

•  Move Group

If needing to move an entire group of inventory from one location to another, the best way to do this is with the Move Group button. This button is found within an inventory group, on the top center of the screen, next to the Reorder button. If selecting the Move Group button, it will bring up a pop up of your inventory locations. Select the desired location and then it will be moved.

• Transferring Inventory Items

Transferring inventory items should only be done to break up the amount of items from within an inventory group.

1. From the New Manager Springboard, select the Inventory manager.

2. View the My Locations tab.

3. Click the name hyperlink for the location to add inventory to. The Inventory Location Springboard is displayed.

4. Click the Non Serialized Inventory tab.

5. Click the Inventory Type you want to transfer.

6. Click the Transfer Button

7. Click the Inventory Location hyperlink Inventory is to go to

8. Enter a number in the Amount field.

9. (Optional) Leave a note in the Note field.

10. Click the Save button.

The inventory items are now added to the system in the location selected.

• The Reorder Button

The sequence of inventory from within an inventory group can be manipulated and might not reflect what is the correct order. When this happens, it is possible to reorder the order from within a group by selecting the reorder button. When this happens, drag and drop the line(s)to move to the desired sequence, and select Save.

Returning Items Back Into Inventory

Sometimes inventory goes through the transaction process within DRIVES, but needs to be returned back to available. There are a few ways to accomplish this:

• Reserved Items

If a user closes an activity without selecting the cancel button, the inventory from that activity will be stuck in a “Reserved” status and an Activity In Progress will be created. This activity will need to be reversed in order for the inventory to be put back on hand. The following are two ways this can be achieved.

• From the Ownership Account:

1. Navigate to the ownership account where the activity was made.

2. Select the Activities tab.

3. Select the Activity ID for the activity that was closed out of. (Most likely in the Activities In Progress tab).

4. Select the I Want To button.

5. Select the Reverse Activity hyperlink.

6. Select a Reversal Reason and add a note as to why you are reversing this activity.

7. Select the Reverse button.

Now the “Reserved” inventory will be placed back on hand.

• From the Inventory Manager:

1. Select the Inventory Manager from the New Manager.Select your inventory location.

2. Select the Group ID for that piece of inventory.

3. Select the Reserved Items tab.

4. Select the Reserved hyperlink in the Status column for the item you would like to put back on hand. This will take you to the

activity that created the reserved inventory.

5. Select the I Want To button.

6. Select the Reverse Activity hyperlink.

7. Select a Reversal Reason and add a note as to why you are reversing this activity.

8. Select the Reverse button.

Now that the activity has been reversed, the inventory item is placed back on hand.

• Issued Items

For Inventory items that are marked as Issued, consult the Help Manager with DRIVES. The Help Manager is found from the New Manager Springboard. Once inside, select the Inventory link, then select the “Return Inventory” link. Follow the instructions within this article.

Creating an Inventory Order

The county supplemental ordering (Recall) process has been integrated into the DRIVES system. A supplemental order occurs when inventory is depleted below the allowable months of supply between the regular quarterly order shipments. Additionally, Inter (Sending inventory between county location) & Intra (Sending inventory to different offices within the county) county inventory order may also be placed in DRIVES in the same process.

1. Select the Inventory manager from the New Manager screen.

2. In the top right hand corner of the screen, select the Add Order button.

3. Then select the inventory order type desired. Once selected, the Inventory Order Springboard will open. Note: Be aware that the recall order will always arrive in the county’s warehouse inventory location. If you are performing an inter or intra county order, the selected inventory location will be the location receiving the inventory.

4. The Order tab is displayed by default.

5. To add Serialized inventory, select the green field under the Inventory Type column. Select from the dropdown menu or start typing the inventory type.

6. Enter the desired amount in the Ordered column.

7. To add Non Serialized Inventory such as title paper or month tabs, select the Additional Items tab and add the Non Serialized inventory types desired and the amount of each being requested.

8. Once all the desired serialized and non serialized inventory has been entered, select the Save button. Note: Now that the order has been generated, the order has been issued a unique number for reference. This reference number is in the Inventory Order Springboard, in the order section header for viewing.

9. In the Inventory Order Springboard, select the Notes tab, then select the Add button. (A detailed note should be added to the recall order to explain the need for the additional inventory, such as customer waiting, fleet requests, out of inventory, etc.). Notes are vital in explaining your need for the requested inventory and will determine how much inventory will be shipped.

10. After the note has been added to the inventory order, select the Save button.

11. From here, if needing to make any changes to the order, select the Change button. Changes cannot be made to the Inventory Types that were already added. If the listed inventory type is no longer required, enter “0” for the Ordered amount. To add a new Inventory Type to the order, select the Add Order Item section button and select the Inventory Type from the dropdown menu. After selecting the Inventory Type, add the amount needed in the Ordered column. Changes to the order are made, select the Save button.

12. Once completely satisfied with the inventory order, under the Status: Created section, select the Submitted button. Once the order has been submitted, changes to the order cannot be made.

13. Then select the Yes button to progress. 

Note: The inventory order is now submitted to the state inventory team for processing.

• To Check the Status of an Inventory Order:

1. Go into the county’s warehouse inventory location. Select the Send to Orders tab and select the Open selector button.

2. Search for the Order ID number. Select the Order ID number hyperlink to view the order. If you do not know your Order ID number, you’ll have to click on all of them till you find the one you are looking for.

Note: Certain items come from specific locations only. For example, quarterly, annual and supplemental orders will only be shipped from the Central Warehouse inventory location. Recall order that involve plates or pallet sized inventory will only be sent from Central Warehouse Recall. Registration and titling products will come from the State Recall inventory location. Inter and intra inventory orders can arrive from any county inventory location.

Receiving a Shipment

When inventory groups are in fulfillment status, they need to be marked as Received before they can be moved to an issuing location. The guide below outlines the process of “Receiving” a Shipment. IMPORTANT NOTE: Best practice is when inventory physically arrives at county location, the fulfillment ID should be updated to Received in DRIVES the same day. Inventory held in an “In Transit” status may cause incorrect ordering and restocking of inventory.

If an inventory shipment arrived damaged, or if it has not arrived when expected, please notify the Vehicle Services Inventory Management team by emailing CountyInventorySupport@state.co.us. Once the VSS Inventory Manager had a chance to communicate the shipping issues to CCi and attempt to resolve, the status of the damaged or lost inventory in DRIVES will be updated to “Damaged in Transit” or “Lost in Transit”, respectively.

1. While in the Inventory Location Springboard (Warehouse location for recall, quarterly, supplemental, and annual orders, while the receiving location for Intra- and Inter-County orders ), view the Order Status of your shipment by selecting the Send to Orders tab.

2. When the order is approved by the State, the Order Status will be updated from Submitted to Processed. Click on the Order ID number hyperlink to view more details. Specifically view the Note tab for the logic behind each inventory decision.

3. From within the Inventory Order Springboard, you will be able to see that your fulfillment status has changed to Shipped. This means it is on the way to the county. In the upper right hand corner, click on the fulfillment number hyperlink to be taken to the fulfillment springboard.

4. Note: Additionally, if inventory is In Transit (Fulfillment) status within an inventory location, this means inventory is on its way. Selecting the hyperlinked fulfillment ID number will take you to the fulfillment springboard. This is another indicator that inventory is on it’s way, in case the status of an inventory order has not been checked in a while.

5. Once on the Inventory Fulfillment Springboard, click on the Received hyperlink and select the Yes button.

6. Fulfillment status progresses to Completed.

7. The inventory’s status will change from In Transit(Fulfillment) to On Hand. Select the inventory type to see the status change from within the Inventory Group Springboard. Navigate back to the Warehouse Location. Select the Group tab to see the new inventory is displayed.

8. Once these steps have been completed for a fulfillment, you can now move the inventory into an issuing location.

9. If all Fulfillments are marked as Completed within an Order, your Order will automatically progress to Completed as well.

Scrapping, Recycling, and Disposal of Inventory

License plates, Registration product and Titling product inventory may be deemed unusable due to multiple reasons: it may have been consumed during a transaction that made it unavailable in DRIVES and could not be returned to the “available” status, because it got altered in a way that made it unusable for another transaction or other reasons, it has expired (passed the dates when it could have been used), damaged while shipped to county, or damaged while stored at county, to name a few. Depending on the type of inventory, its status and condition, it may be documented and disposed of in a different manner.

The rules of the license plate destruction, recycling and disposal are established per C.R.S. 42-3-201(6)(a) and (b), and Rule 41. License Plate Destruction, Recycling and Disposal, which require the destruction, recycling or disposal of license plates that are no longer used to evidence registration of a vehicle and that are received in the ordinary course of business, or that are voluntarily surrendered to the Department, or authorized agents.

Prior to a county conducting license plate destruction, recycling and disposal the county must detail their processes and obtain approval every five years by completing the DR 2926 License Plate Destruction, Recycling & Disposal Approval Application form by following all instructions on the form. This agreement between each county and the Department of Revenue’s VSS Inventory Management program establishes the requirements and process for the disposal of license plates, but may be extrapolated to also include Registration product and Titling product inventory in order to standardize the county’s inventory disposal process.

Since this agreement and its terms are valid for five years, to learn when the county’s DR 2926 form is due renewal, contact the VSS Inventory Management Program group inbox at CountyInvenotrySupport@state.co.us. The DR 2927 License Plate Destruction, Recycling & Disposal Log may be used for tracking purposes. It may be completed and turned into the Department to provide documentation of disposition.

“Voluntarily Surrendered” means given to the Department or its authorized agents by the license plate owner or the owner’s agent.

“Ordinary Course of Business” means, but is not limited to, the receipt of a plate that is voluntarily surrendered, found, damaged, directed to be destroyed per an enforcement action or turned in by a non-owner to the Department or its authorized agents.

“Destroyed, Recycled and/or Permanently Disposed” means a method of destruction that renders the material unusable as a license plate.

NOTE: Reselling, reusing, giving or gifting of scrap plates is prohibited.

Scrap, Recycle and Disposal of Previously Issued Inventory (consumed prior in a titling or registration activity)

Inventory Auditing Introduction

The VSS Inventory Management Program team is required to audit inventory locations holding the License plates, Registration product and Titling product inventory. The inventory audit schedule is coordinated by the VSS Inventory Manager with the counties included in the annual inventory audit plan. In addition to the annual inventory audit plan any location that has inventory on hand that is valued at $100,000.00 or greater must be audited at least once each fiscal year due to State of Colorado Fiscal Laws and Regulations.

Preparing for an Inventory Audit

Before an inventory audit takes place, the VSS Inventory Manager will reach out to coordinate dates, times, and to address any potential concerns, if any. Before the inventory audit, county is asked to review and organize its inventory per the best inventory maintenance practices and in accordance with the rules and regulations. It is recommended that county performs a self-audit of the “Non-serialized” inventory. Designate a contact person for each county Motor Vehicle office that will be available to resolve issues that may come up during or after the auditor’s visit and who will be responsible for taking the necessary steps in DRIVES. The VSS Inventory Manager is available to address county’s inventory questions or concerns during or after the inventory audit.

Self-Audit of Non-Serialized Inventory

Due to the nature and programming of the ”Non-serialized” inventory, it is highly recommended that a county self-audit is performed regularly to avoid significant inventory discrepancies for any of the “Non-serialized” inventory for each inventory location in DRIVES. This is important to do at least on a quarterly basis, to make sure the quantities in DRIVES reflect what is physically on hand at an inventory location.

To do this, select the desired inventory location, then select the “Non-serialized Inventory” tab. From here, select the desired Non-serialized inventory type to audit by clicking on the hyperlinked inventory name. Perform a self audit by counting the number of inventory physically on hand, and then comparing it to the count in DRIVES.

• If DRIVES shows more than the actual on hand count, select “Add adjustment”, then select “Error Load” or “Missing” from the “Adjustment Type” drop down menu. Enter in the quantity to subtract. Type “Self audit” in the “Note” field, click “Save”.

• If DRIVES shows less than the actual on hand count, then select “Add adjustment”, then select “Manual Load” from the “Adjustment Type” drop down menu. Enter in the quantity to add. Type “Self audit” in the Note field, click “Save”.

During Inventory Audit

The contact person for each office will be asked to show the auditor all office locations where the License plates, Registration product and Titling product inventory may be kept and stored. The auditor will perform the inventory audit, recording all findings directly in DRIVES.

After Inventory Audit

While at an office location, the audit may discuss the inventory audit preliminary findings and instruct the county on what DRIVES audit process action items, if any, that will be expected to be completed by county. Once the inventory audit case is completed in DRIVES, the inventory statuses will change per the audit results. The action items will be staged to a county user (the designated contact person) to resolve, and stage the audit case back to the auditor in a timely manner.

The auditor will be in communication with the designated contact person until the closure of the audit case. After the audit case is closed in DRIVES, the auditor will generate and produce a county summary report of the inventory audit results. This summary is provided to the county inventory manager.