OCTOBER 2013 Blanket POs are valid only through June 10 of each - PowerPoint PPT Presentation

OCTOBER 2013

 Blanket PO’s are valid only through June 10 of each fiscal year. ◦ PO’s are deactivated in Office Max Workplace after June 10 th and orders cannot be processed after that date. Please plan accordingly.  A new purchase requisition must be submitted each year ◦ Indicate names of individuals authorized to use the new blanket PO

 After receiving an Office Max PO, allow up to 2 days for Office Max to update their system  Office Max authorized user profiles contain a ship to & cost center location tied to each PO. ◦ This unique 6-digit code is listed under the description line on every PO.

 Always refer to the officemaxworkplace.com website for the most up to date product offering, availability, and pricing  Office Max can sometimes obtain office supply items not listed on their website. For additional product availability, please contact Office Max customer service, or Sandy in the SMC Purchasing Dept  Special order items require a separate purchase requisition

 Equipment & Furniture with a unit price of $250 or more- a separate purchase requisition must be issued  Special Order items not available on officemaxworkplace.com website- a separate purchase requisition must be issued  Oral Medication (i.e.: aspirin, cold medicine, etc.)- cannot be ordered or dispensed  Cleaning products (i.e. Lysol, bleach, etc.)- these are purchased and used by the Operations Dept. and must be handled as hazardous materials  Printing services through Office Max Impress- Impress is a separate division of Office Max and orders are fulfilled, tracked, and invoiced separately- a separate purchase requisition must be issued

 For best search results on officemaxworkplace.com, type a general word in the search box. ◦ Instead of blue medium point pens, type PENS, and then narrow down the options  Periodically review the Message Board on the officemaxworkplace.com home page

 PREFERRED ITEMS SHOPPING LIST ◦ Created from our 300 most requested/ordered items in over the previous 12 mos. ◦ All preferred shopping list items are contract priced  not all contract priced items are on the preferred shopping list ◦ Find the list in the Shopping Menu under Manage Shopping Lists and Shared

 Minimum order amount is $50. This lowers costs and environmental impact by reducing packaging, fuel, and transport costs  Paper for use in Xerox copiers should be a maximum post recycled content of 30% to minimize paper dust build up in the copier.  Creating an online order: ◦ Select the ship to & cost center location code corresponding to the PO you are using. ◦ Ship to & Cost center codes must match ◦ Then enter that PO number on your order

 Orders are invoiced at time of shipment and only for the items shipped (back-orders not included)  When receiving an invoice from A/P, make sure to verify for accuracy, sign, & email it back to Accounts Payable asap. There is a 1% discount available if the invoice is paid within 10 days of invoice date.

 Track blanket PO’s similar to a check register- start with your PO amount and subtract the total amount of every order, including sales tax.  The Online Budget Tool is provided to assist in tracking spend for a specific ship to location/PO. ◦ The online budget tool only reflects the dollar amount of non-special order items that have been shipped & invoiced. ◦ Credits are not reflected in that amount

o First p t poi oint of nt of Cont ontact for Office Max PO’s, log-in info, authorized user changes, special order items, general questions- Sandy Franke x4509 or franke_sandra@smc.edu o For Office Max Workplace Item or Order questions- Customer Service (877) 969-6629 or online via OfficeMaxWorkplace.com o For Office Max Workplace website questions or technical issues- Technical Support (800) 817-8132 option 2 or online via OfficeMaxWorkplace.com o Purchasing Website- www.smc.edu/BusinessServices/PurchasingHome/Pages/01_home.aspx o Office Max Workplace user guide and this presentation are posted o Other Purchasing Dept related info, forms, tutorials, buyer commodity list

THANK YOU!