E-Commerce Support Desk 1-800-269-6888 Hours: 7AM TO 9 PM EST,
Monday - Friday.
1. Once an order is placed by an end-user that you are approving orders for,
an e-mail notification will be sent directly to you indicating that an order is
on hold and is pending your approval. The e-mail notification will have full
line detail of the order as well as all other shipping and accounting
information that is for the specific order. Each order will have an order
(tracking/reference) number for identification. The product/inventory on an
order that has been placed on hold for approval will be held in our system for
72 hours. If the order is not approved within that time frame, the product will
be placed back into our inventory. The web-site will always check inventory
levels once you retrieve an order that has been placed on hold and has gone past
the 72-hour time frame before release of the order. This lets you know if the
inventory is or is not available at the time of actual order placement.
2. There are 2 ways that you may access the ‘ORDER HISTORY & TRACKING’ option
where you will find the order that you are going to retrieve/approve or
disapprove/release/cancel. First, there will be a link on the e-mail
notification that will take you directly to the Office Depot login page where
you will enter your login ID and password to gain access. If you are currently
logged into the site and select the link on the e-mail notification, you will go
directly to the ‘ORDER HISTORY & TRACKING’ option. This is the section where you
will need to navigate to in order to locate/identify the order pending approval
for retrieval and review. To access the ‘ORDER HISTORY & TRACKING’ section, log
onto the site and select on the ‘ORDER HISTORY & TRACKING’ option located in the
gray toolbar in the upper right hand section of the web-site page.
3. Once you select on the ‘ORDER HISTORY & TRACKING’ option, you will be at
the order summary page. This lists all orders placed and pending referenced by a
blue underlined order number. You may locate the order # you will need to
review/approve by one of two ways.
(3a) You may scroll to locate the order number. Once you find the
specific
order number you have been requested to approve, you will see under STATUS
that it is ‘Held for Review’ as well as that there is a blank box under the
corresponding RELEASE field. You may release the order directly from this
page by selecting in the RELEASE box for your specific order, then selecting
the button ‘RELEASE ORDERS’. This is the best and quickest way to release
orders that you have reviewed and/or approved from the order detail in the
e-mail notification.
(3b) You may select on the blue underlined ‘click here’ option for advanced
search options. To search by this method, type in the order number you are
searching for and select continue. This will retrieve the specific order you
are looking for and bring you into the order DETAIL page of the order. You
may also select on the blue underlined order number from the summary page if
you used the scroll/search option to locate the order and would like to view
the order detail page. The order detail page will have all the detail for
the order including order/accounting, delivery and product information. It
will also have five buttons/options, which are Add All Items to Cart; View
PDF; Release Order; Retrieve Order; and Cancel Order. As an approver, you
may use the Release Order button to release this order from the ‘Order
Detail Page’. You may also use the Retrieve Order button to retrieve the
order and make changes or you may use the Cancel Order button to cancel the
order if you do not approve of the order. See number 4 to for instructions
on how to retrieve the order and make any changes needed.
4. To make changes to an order and/or the information in an order, within the
order detail page, select the ‘Retrieve Order’ button. This option will retrieve
the order and place the contents of the order back into the shopping cart and
will reference that you are modifying a specific order number. You may
remove/add/edit the contents in the cart on this page. If you made no changes to
the content of items in cart, but retrieved the order to make changes to other
fields i.e. PO#; shipping address; cost center, select continue which will bring
you to the ‘Additional Order Information’ page. On this page you may make any
needed then select continue to proceed. If you did not make any type of changes
to the contents of the cart or the additional order information page, once you
select continue, you will get a possible duplicate order notification and there
will be three possible selections for the warning. Selecting the Take me to
order History option will assure that no duplicate order will be placed.
5. Once you have released, edited and released or canceled the order pending
your approval, an e-mail notification will be sent directly to the order
originator with all the detail information as well as the status i.e. released,
canceled etc… You will also receive an e-mail notification indicating/confirming
your approval/change/cancellation of the order.
*Please Note: If you are not receiving an e-mail notification from the
end-user you are approving the order for, check to make certain that the end
user is not selecting ‘Do Not Send E-mail Notification’ on the Additional Order
Information page when placing their order for approval.
