Cooperative Extension Service
Departments
Financial Services
Office Depot Electronic Ordering System
Beginning May 2002, the Financial Services office has selected Office Depot
as the supplier for our office supply needs. With the selection of this vendor,
many of our procedures for ordering supplies will change. This change should
bring about added convenience and cost savings for each office. Your orders will
now be placed directly with Office Depot through their electronic ordering
system. For county offices, your orders will be shipped directly to you. In the
state office, orders will be shipped to the warehouse and can be picked up as
you do with orders from other vendors. One user has been established in each
office to place orders. Additional users can be added for your office on
request.
Instructions for entering an order were distributed at the support staff
in-service training in April and are available here.
A one-page summary of the ordering
instructions is also available. These orders, like any other purchase request,
must be approved. Therefore, each section leader, staff chair or department head
has also been set up as a user to approve orders. When an order is entered, an
email will automatically be sent to that person’s supervisor as a notification
of pending approvals. The approver will login to the Electronic Ordering system
(using the link provided in the notification email) and indicate that the order
is approved and can be released. Instructions for approving an order from Office
Depot are available here.
We currently have inventory in the warehouse of a number of items available
from Office Depot. If the items you need are available in the warehouse, you
will need to order from the warehouse until our inventory on-hand has been
depleted. On the ordering system intranet page, you will see the following:
Order Supplies from the Warehouse
Order Supplies from Office Depot
If you are not sure if an item is available in the warehouse, you should
search for it in the warehouse system just as you have in the past. If it is not
in the warehouse, the “Order Supplies from Office Depot” link will take you
directly to the Office Depot site to enter your order. Once the on-hand
inventory has been depleted, items available from Office Depot will no longer be
stocked in the warehouse.
Some items that are available through the Office Depot system are covered
under a contract with another vendor. An example of this is copy paper. Those
items will be blocked and cannot be purchased from Office Depot to prevent
contract violations.
When you receive your orders, please check to see that all items included on
your packing slip were received. Each month you will receive a summary of your
orders for the previous month. You should review the summary to ensure that the
order charges agree to the orders you received during that month. Unless you
inform accounts payable of any discrepancies, the total charges on your summary
will be paid to Office Depot and charged to your budget (or grant funds where
appropriate). Therefore, it is important to have this review done in a timely
manner.
If you have any questions or need assistance, please contact purchasing at
671-2296.
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