Staples and Distribution Center Electronic Supply Ordering System Procedures

Sponsor:

Office of Business Services

Contact:

Director of Procurement

Category:

Business Office

Number:

600.001

Effective Date:

2000/04/26

Review Date:

2014/04/26

Implementation History:

3/8/2007

Keywords:

Staples, ordering, electronic

Background Information:

Purpose

To establish procedures for ordering supplies. 

Definitions

Statements

STAPLESLINK.COM

Ordering Information

Prior to an order being placed for the first time, a call must be made to accounts payable at the Coordinating Center for verification of access and to be assigned our company ID number and a password. Once these issues have been addressed, you are ready to access https://www.stapleslink.com on Netscape Navigator (version 4.7 or higher).

Once you have connected, bookmark this page for future use.

On the first screen enter the company ID, user ID (first initial, last name--ex: duncher), password, then click LOGIN.

The next screen is to select a ship-to location for your order. By entering your password and user ID on the first screen, your assigned location should be visible If you order for more than one location, use the pull-down menu to access the correct ship-to location. Click OK when address is correct.

On the next page you will see "QUICK ORDER" highlighted in green on the left side of your screen. If you are ordering a single item, enter the item number and quantity from the Staples catalog, then click "ADD." For multiple items, under Quick Order, click "ENTER SEVERAL ITEMS," the "Add Multiple Items" screen then appears. Enter all the item numbers and quantities, then click "ADD TO ORDER". Either way, when the order comes back, click "SUBMIT" in the upper right-hand corner.

The next screen will show PURCHASE INFORMATION. If the receipt's name is different from the person ordering, change it, the address should be correct - that can not be changed.

Under PAYMENT INFORMATION, enter the account number to be charged where it says "Budget Center," and your requisition number where it says, "PO Number." These are mandatory fields. When finished, click "Submit Order."

Your submitted order will be transmitted to the accounts payable office in Saratoga Springs for processing electronically to Staples.

On the last screen, you may print your order. Just click the print icon on the top of the page. Then, click "LOGOUT," on the top-right corner. This will bring you back to the Staples homepage where you can exit Netscape.

Your order will be delivered to your desk within 48 hours of submission. If you have any questions or problems with this procedure, call accounts payable at 518-587-2100, ext. 2340.

When the package is received from Staples, review items delivered with the order processed to assure that you received everything that you requested. If there is a problem, call Staples to make the adjustment.

Applicable Legislation and Regulations

Related References, Policies, Procedures, Forms and Appendices