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 10th 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

• rdered 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

• fficemaxworkplace.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

• fficemaxworkplace.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

• nly 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

• First p

t poi

• int of

nt of Cont

• ntact for Office Max PO’s, log-in info,

authorized user changes, special order items, general questions- Sandy Franke x4509 or franke_sandra@smc.edu

• For Office Max Workplace Item or Order questions- Customer

Service (877) 969-6629 or online via OfficeMaxWorkplace.com

• For Office Max Workplace website questions or technical issues-

Technical Support (800) 817-8132 option 2 or online via OfficeMaxWorkplace.com

• Purchasing Website-

www.smc.edu/BusinessServices/PurchasingHome/Pages/01_home.aspx

• Office Max Workplace user guide and this presentation are posted
• Other Purchasing Dept related info, forms, tutorials, buyer

commodity list

THANK YOU!