License plates, registration products and titling products are created, distributed, and issued in DRIVES. The integration of the inventory maintenance module into the same system that issues, collects and distributes the inventory and material fees, also allows for the advanced level of transparency in tracking and reporting of the inventory data.
The License Plates, Registration product and Titling product Inventory Management Program is administered by a Vehicle Services Section (VSS) team that includes Inventory Management Program Administrator, the VSS Inventory Manager and other team members, as necessary. The Inventory Management Program Administrator determines the appropriate county-level inventory restock levels and shipment times. The VSS Inventory Manager works with each county to coordinate the day-to-day inventory matters, distribute necessary communications and provide support in ensuring the best customer care for businesses and constituents obtaining county Motor Vehicle office services. The main contact for the VSS Inventory Management Program is the following group email: CountyInvenotrySupport@state.co.us
VSS Inventory Management Program encompasses the management of License Plates, Registration products and Titling products that are designated for issuance to constituents for various vehicle registration and titling purposes.
See the table below for a list of all inventory items:
Inventory Name
License Plate
Commercial Fleet - Set
License Plate
Commercial Fleet - Single
License Plate
Dealer Demo
License Plate
Dealer Demo Motorcycle
License Plate
Dealer Demo Special Mobile Machinery
License Plate
Dealer Full Use
License Plate
Dealer Full Use Motorcycle
License Plate
Dealer In-Transit
License Plate
Farm Tractor
License Plate
Farm Truck
License Plate
Government - Set
License Plate
Government - Single
License Plate
Gross Vehicle Weight Tractor TVW Regular
License Plate
Gross Vehicle Weight Truck GVW
License Plate
Identifying Placard Long Term (Blue Three Year)
License Plate
Identifying Placard Remuneration - Exempt
License Plate
Identifying Placard Short Term (Red Ninety Day)
License Plate
Livery
License Plate
Motorcycle Regular
License Plate
Passenger Regular
License Plate
Person With Disability
License Plate
Person With Disability Motorcycle
License Plate
Special Mobile Machinery Regular
License Plate
Special Mobile Machinery Rental Decal
License Plate
Special Mobile Machinery Specific Ownership Tax Decal
License Plate
Special Use Vehicle SVW
License Plate
Taxicab
License Plate
Tow Truck
License Plate
Trailer Regular
License Plate
Year (Year) Tab
Registration Product
PWD Validating (Year) Tab
Registration Product
Month Tab January
Registration Product
Month Tab February
Registration Product
Month Tab March
Registration Product
Month Tab April
Registration Product
Month Tab May
Registration Product
Month Tab June
Registration Product
Month Tab July
Registration Product
Month Tab August
Registration Product
Month Tab September
Registration Product
Month Tab October
Registration Product
Month Tab November
Registration Product
Month Tab December
Registration Product
Mounting Board Motorcycle
Registration Product
Mounting Board Passenger
Registration Product
Plug In Electric Vehicle Decal
Registration Product
Trailer ID Tag
Titling Product
Title Paper
Titling Product
In DRIVES, inventory is added, represented, issued and tracked differently, based on whether or not is has a unique identifier (serial number) associated with each item. When a serial number is present, it is “Serialized” inventory (e.g. license plate(s), Year Tab decals, PWD placards, etc.), and when it is absent, it is a “Non-serialized” inventory (e.g. Month Tab decals, Mounting Boards, Plug In Electric Vehicle Decals).
The Print-on-Demand program is explained separately, (see “Print on Demand License Plates” chapter) but it is important to the understanding of the inventory maintenance concepts, that the license plate types, typically supplied to counties as physical “on-hand” inventory, may be issued to customers and then manufactured and mailed to them via the “Print-on-Demand” process, allowing county Motor Vehicle offices the flexibility to continue issuing license plates, even if the physical license plate inventory is unavailable.
Specialty license plates and personalized license plates can only be issued to customers and then manufactured and mailed to them via the Print on Demand (POD) process. Please be advised that no registration or titling product can be produced via the “Print-on-Demand” process at this time.
The VSS Inventory Management Program Administrator utilizes DRIVES data to analyze trends, forecast needs, generate manufacturing orders to be distributed to counties, while taking into consideration the available annual License Plate Cash Fund appropriations, and the established fiscal strategy.
Please note: The restocking of inventory may be limited by the annual Long Bill appropriation amounts given to the Department of Revenue for these purposes, and by the deposit amounts of the material fees collected by counties back into the License Plate Cash Fund. The restocking of inventory at counties can only be ordered up to the levels the annual appropriation amount allows, and only if a sufficient cash balance is available in the License Plate Cash Fund.
The specific levels of inventory to be restocked at a county are calculated using the existing on-hand inventory numbers and the monthly average usage data, per inventory type, per county. Inventory manufacturing orders are processed by Colorado Correctional Industries (a.k.a. CCI) at the Colorado Department of Corrections. Inventory shipped by CCi to counties via UPS (shipments under 20 boxes), or Correctional Industries Trucking service (for larger shipments of a pallet, or more). Inventory shipments are sent to the county Warehouse locations, or in the absence of a warehouse, it is sent to the address provided by the county.
License Plates, Registration product and Titling product is ordered and shipped Annually or Quarterly, depending on the inventory type and other factors. The County Inventory Support Program (a.k.a. Recall) was established to breach the gaps in inventory demand at counties.
License Plates, Registration product and Titling product distributions follow a schedule each fiscal year. Please be advised that shipments typically occur in the month indicated in the tables below, but may be adjusted by the VSS Inventory Management Program Administrator at any time.
QUARTER
Ordered by VSS-approximate month of order
Shipped from CCi-approximate month of shipment
Inventory typically included (based on the available appropriations and the VSS analysis results)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
License Plates
1st
First Quarter Order
April
July
Month Tab October
Month Tab November
Month Tab December
Mounting Board Passenger
Mounting Board Motorcycle
Long-Term Placards (Blue)
Short-Term Placards (Red)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
License Plates
2nd
Second Quarter Order
July
September
Month Tab January
Month Tab February
Month Tab March
Mounting Board Passenger
Mounting Board Motorcycle
Long-Term Placards (Blue)
Short-Term Placards (Red)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
License Plates
3rd
Third Quarter Order
October
December
Month Tab April
Month Tab May
Month Tab June
Mounting Board Passenger
Mounting Board Motorcycle
Long-Term Placards (Blue)
Short-Term Placards (Red)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
License Plates
4th
Fourth Quarter Order
January
March
Month Tab July
Month Tab August
Month Tab September
Mounting Board Passenger
Mounting Board Motorcycle
Long-Term Placards (Blue)
Short-Term Placards (Red)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
License Plates
Note: counties that are comfortable accommodating and storing larger inventory shipments may opt to receive their quarterly shipments as one combined annual shipment for the following inventory types:
Long-Term Placards (Blue)
Short-Term Placards (Red)
Remuneration Placards
SMM Ownership Decal
SMM Rental Decal
Inventory shipments for the above inventory types may only be provided as one annual shipment, rather than four quarterly shipments - per county request and per approval by the VSS Inventory Management Program Administrator.
Inventory Type
Ordered by VSS - approximate month of order
Shipped from CCi- approximate month of shipment
Trailer IDs
April
July
PWD Validating
Tabs
February
October/November
Year Tabs
February
1st shipment – October/November, 2nd shipment (if any) – February of next year
If the VSS Inventory Management Program Administrator determines the need for a Supplemental Inventory Order, and if the appropriation and the License Plate Cash Fund levels allow for it, it may be initiated any time during the fiscal year. When manufacturing is completed for the supplemental order, it will be shipped to the counties. The Inventory Manager will manage logistics and coordinate shipment schedules with each county’s inventory manager.
Due to the complexities of inventory management and distribution analysis, it is highly recommended that counties make the best efforts to accept and store scheduled inventory shipments, when notified about them by the VSS Inventory Manager. However, it is understood that some unavoidable circumstances, such as lack of storage space, or other force majeure situations, may result in a county requesting an order reduction. If a county prefers not to be sent inventory on a quarterly basis, the VSS Inventory Management Program Administrator may add the county to a “No-Ship List” registry. “No-Ship List” county will not be included in further inventory order analysis or shipments. All county inventory needs will be routed through the County Support Inventory program (a.k.a. recall) and will be fully dependent on the availability of the VSS Inventory Management Program’s inventory reserves. The satisfaction of the recall requests is not guaranteed, if a county opts to be placed on the “No-Ship List” due to the higher risk of the inventory reserves being not sufficient at the time of the request.
Quarterly, Annual and Supplemental inventory orders are called “Mass Production” in DRIVES. Mass production fulfillment can be found under the “Send To Orders” tab in the county’s Warehouse inventory location in DRIVES, with “From Location” being “Central Warehouse”. “Central Warehouse” is the only manufacturing inventory location in DRIVES.
For the instructions on how to receive and make available for issuance inventory ordered as quarterly, annual and supplemental shipments in DRIVES, please refer to the “DRIVES Inventory Manager Training” section below.
The term “Recall” is a legacy name for the process where the inventory is “recalled” from counties with inventory excess to be distributed to other counties experiencing inventory shortages. Currently, such shortages are covered by the VSS Inventory Management Program inventory reserves, rather than a county inventory redistribution.
If quarterly, annual or supplemental inventory orders shipments are still being processed and are not available to a county at the time when inventory is needed, or if county has opted to be on a “No-Ship List”, county may place a request through DRIVES for inventory shipment, as instructed in the “Creating an Inventory Order” section below.
Please be advised, that each recall order is evaluated by the VSS Inventory Manager for the appropriate “customer demand/customer waiting” indicators, based on the existing on-hand inventory numbers at the county, the monthly average usage trends, pending quarterly/annual/supplemental shipments’ schedule, and the availability of inventory in the VSS Inventory Management Program’s inventory reserves.
Recall inventory orders can be found under the “Send To Orders” tab in the county’s Warehouse inventory location in DRIVES with “From Location” being “State Recall” or “Central Warehouse Recall”. Both “State Recall” and “Central Warehouse Recall” are the inventory housing locations for the VSS Inventory Management Program’s inventory reserves.
For the instructions on how to request, interpret the outcome of the request, receive and make available for issuance the shipped Recall order shipments in DRIVES, please refer to the “DRIVES Inventory Manager Training” section below.
DRIVES Roll out 2 introduced the two new inventory re-distribution functions that allow county users to initiate movement of inventory internally between county’s inventory locations (Intra-County Office Order), and between counties (Inter-County Order).
The process of creating Intra-County or Intra-County order is the same as placing a Recall order, except for a distinct choice of the inventory locations offered, from which the inventory is may be requested. For further instructions on how to request, receive and make available for issuance the shipped Intra-County Office or Inter-County order shipments in DRIVES, please refer to the “DRIVES Inventory Manager Training” section below.
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.
1st
Your Issuing location
If the desired inventory item has any quantity available within your issuing location, it will issue from this location first.
2nd
Lowest Group ID number
From within your inventory location, you may have multiple groups of available inventory for your desired inventory item. If this is the case, DRIVES will pull from the group with the lowest Group ID number first.
3rd
Lowest Sequence number
From within an inventory group, DRIVES will then pull the next available item with the lowest sequence number.
4th
Hierarchy location
If the default Issuing location is out of available inventory and is attached to another location in the Hierarchy tab, then it will issue out of that location next, following the 2nd & 3rd levels of operations.
Non Serialized Inventory - Tab
This tab lists all the non-serialized inventory that can be issued from this location. It displays the current quantity that the location holds. If needing to view updates on the quantities, select the inventory type to view the updates. A self- audit of this inventory can be performed; further discussed below.
Hierarchy - Tab
The hierarchy tab organizes various inventory locations within a single physical location. When issuing inventory, if the desired inventory does not exist in your issuing location, the system will pull the next available inventory item from the next inventory location listed in the hierarchy tab. This allows continued issuing inventory without having to change inventory locations during a transaction.
For example, if out of passenger regular license plates in Denver County - Tremont - Frontline 01, DRIVES will try to pull from Denver County - Tremont - Centralized instead. But if there is no inventory within that location, an error message will display saying no inventory available.
Location Attributes - Tab
This tab shows some basic information about an inventory location, such as which county it is attached to and other attributes.
From Orders - Tab
This tab shows the orders which you will be sending out from this location. Examples of when this would happen would be if a physical warehouse location supplies inventory to multiple offices within a county, or if a county sends some of their inventory to another county directly.
Send To Orders - Tab
This tab shows the inventory orders which this inventory location has created or will be receiving soon. This is regularly used for when a county is receiving a Quarterly order or Recall/County Inventory Support order. When receiving inventory, the orders are only visible within a county’s housing locations, typically the warehouse.
Users - Tab
This tab shows all the users authorized to use this inventory location, along with when they were added & who added them. If someone is not listed here, they are unable to view this inventory location.
If an Inventory Manager needs to add a user within this location, select the add button on the top right. Search for the desired username to add, and then select it. For removing a user, in the same row as the desired username, select the icon on the far right.
Each serialized inventory item has a status attached to it. Changing the status of an inventory item in the system to reflect its physical status (missing, damaged, on hand, etc.) is possible depending on the security permissions. Changing the status of an inventory item may also indicate that an item is not available to be issued.
Change the status of inventory that has not been issued:
1. View inventory items in a group.
2. To change the status, either:
A. Click the Change Status hyperlink in the Summary section to change the status of all the inventory items in the group. There will be multiple Change Status hyperlinks if the inventory items in the current group do not all have the same status.
B. View the Items tab, and then click the hyperlink in the Status column to change the status of an individual inventory item.
3. Select a status from the New Status drop-down menu.
4. Click OK to confirm the status change. The statuses of the items are changed.
Change the status of issued inventory from an invoice:
1. Search for an invoice.
2. To change the status of an item, either:
A. Click the Change Status hyperlink in the Invoice Summary section to change the status of all the inventory items in a group. There will be multiple hyperlinks if the inventory items do not all have the same status.
B. View the Detail tab, and then click the status hyperlink to change the status of an individual inventory item.
3. Click the Yes button to confirm you want to change the status. The statuses of the items are changed.
On Hand
This inventory is physically in the office and able to be issued.
Issued
This inventory is out of the office and attached to a transaction.
Issued without Invoice
This inventory is at the State and attached to a transaction.
Damaged
This inventory has become invalid from within the office.
Damaged In Transit
This inventory has become invalid during transport, and was discovered within the office.
Lost In Transit
This inventory has become lost during transport after some of the shipment was received.
In Transit (Fulfillment)
This inventory is enroute to a location, and is attached to an inventory order.
Reserved
If a User closes an activity without selecting the cancel button, the inventory from that activity will be stuck in this status and an Activity In Progress will be created.
Expired
Inventory is invalid due to the date and no longer able to be issued.
On Hand Audited
This inventory was found physically in the office by a state auditor, and is able to be issued.
Audit Add
This inventory was found physically in the office by a state auditor, is able to be issued, but was not added in correctly during the conversion process. This status will automatically update to On Hand at the closure of the audit case it is attached to.
Missing Audited
This inventory was not found physically in the office by a state auditor during an audit. It is not able to be issued and is considered an action item during the audit process. If this item is found, comment so on the audit case. This status will automatically update to Missing at the closure of the audit case it is attached to.
Missing
This inventory was not found physically in the office by a state auditor during an audit. It is not able to be issued.
“Status Name” (Obsoleted)
This inventory was incorrectly added to DRIVES, likely due to a duplication error during the conversion process. This inventory has no physical location and is still searchable, but is invalid and can not be issued.
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.
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.
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.
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)
PWD Placards:
-Identifying Placard Long Term (Blue Three Year)
-Identifying Placard Short Term (Red Ninety Days)
-Identifying Placard Remuneration Exempt
Expired, damaged, damaged in transit
County Inventory Disposal Log, submitted to and approved by the VSS Inventory Manager
Change the inventory status in DRIVES
Timely, and in a secure manner, or in accordance with the DR 2926 “License Plate Destruction, Recycling & Disposal Approval Application” form
Serialized Registration product:
-PWD Validating (Year) Tab(s)
-Year (Year) Tab(s)
Expired, damaged, damaged in transit
County Inventory Disposal Log, submitted to and approved by the VSS Inventory Manager
Change the inventory status in DRIVES
Timely, and in a secure manner, or in accordance with the DR 2926 “License Plate Destruction, Recycling & Disposal Approval Application” form
Non-serialized Registration product:
-Month Tab(s)
-Mounting Board Motorcycle -Mounting Board Passenger
-Plug In Electric Vehicle Decal
Damaged, damaged in transit
County Inventory Disposal Log, submitted to and approved by the VSS Inventory Manager
Change the count of inventory in DRIVES through the “Add Adjustment” function, using appropriate selection for the adjustment type
Timely, and in a secure manner, or in accordance with the DR 2926 “License Plate Destruction, Recycling & Disposal Approval Application” form
Trailer ID Tag
Damaged, damaged in transit
County Inventory Disposal Log, submitted to and approved by the VSS Inventory Manager
Change the inventory status in DRIVES
Timely, and in a secure manner, or in accordance with the DR 2926 “License Plate Destruction, Recycling & Disposal Approval Application” form
Title Paper
Damaged, damaged in transit
n/a
Notify the VSS Inventory Manager, change the count of inventory in DRIVES through the “Add Adjustment” function, using appropriate selection for the adjustment type
Timely, and in a secure manner
To access “Surrender/Scrap Plate(s)” in DRIVES, click on “New Manager”, open the “County Office” manager and locate the “Surrender/Scrap Plate(s)” link on the right side of the screen and click on it. To initiate the log, enter the serial number under the Plate ID column. For the quantity column input how many license plates with the same serial number are turned in. Example: if a set of license plates is turned in - enter 2, if only one license plate is turned in - enter 1. It should always be “1” for placards. For the State column, input the name of the State of issuance for the license plate(s)/placards. For the Comment column, enter any additional notes, such as license plate/placard type (e.g. Commercial Fleet - Set, Pueblo Chili), or any other relevant notes (e.g. surrendered by customer, returned POD plates, found and surrendered by third party, etc.).
If DRIVES “Surrender/Scrap plate(s)” function is utilized, a DR 2927 License Plate Destruction, Recycling & Disposal Log form is not required to be filled. If per the county’s DR 2926 License Plate Destruction, Recycling & Disposal Approval Application form the inventory is to be scrap, recycled and disposed of by CCi, in order to arrange pick up or a “call tag”, please email the VSS Inventory Management Program group inbox at CountyInventorySupport@state.co.us.
Note: Consumable inventory, such as registration receipt paper and printer toner cartridges, cannot be sent to CCi for disposal. Please contact OIT for disposal instructions.
There is a report that allows a county to view all of the inventory that is currently available in their county, along with what location it is attached to. To view this report select the “County Office Manager”, then select “View All Reports”. Then under “Other Reporting” select “View On Hand inventory Summary”. This runs the report.
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.
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.
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”.
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.
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.
County-issued Year Tab decals are stuffed in envelopes during the manufacturing process. Prior to launching the annual Year Tab decals order, each county is required to determine the return address for the next issuance period year tab envelopes. The VSS Inventory Management Program team notifies each county when the year tab envelope return address approval is due. The return address value cannot be changed, once approved. Due to the tight manufacturing deadlines, the approval process is a time sensitive process that normally has to be finalized no later than March of each year. It is advised that each county prepares the selection of the return address and responds to the approval requests promptly.
The material that is used by CCI in the manufacturing of PWD placards may be hard to hole punch in the process of a standard issuing transaction. Because of this, CCI has tested various single hand hole punchers to make sure they could supply county Motor Vehicles offices that require them. To order hole punchers, contact the VSS Inventory Manager at CountyInventorySupport@state.co.us.
Ordering Registration Paper & Printer Products
Registration Receipt Paper and printer products should be ordered by contacting OIT.