Where your future begins

Office Depot Instructions

Categorized In: Operations - QE2 Purchasing

Approved Date: October 02, 2018

Owner: Cathy Callaway

INFORMATION

  1. DPA's do not need to be created for Office Deport orders.
  2. Each office will maintain a purchase order numbering system for tracking orders from Office Deport using the following convention:
    • #D04-(office abbreviation)-##
    • The first number represents the fiscal year, so it will change each July 1. For example, for FY13 (which began July 1, 2012) the kearney office would use:
    • 3D04-KEAR-01
    • 3D04-KEAR-02
    • 3Do4-KEAR-03 (and so on)
    • On July1, 2013 (FY14) the Kearney office would start over with:
    • 4D04-KEAR-01
    • 4D04-KEAR-02

ORDERING

  1. Go to the Office Depot web site (bsd.officedepot.com)
  2. Search for item by name or item number.
  3. Enter quantity and click “Add to Cart” and “Continue Shopping”.
  4. Once you have added your last item to the cart, click “Checkout”
  5. At the checkout screen:
    • under User Information, verify your email address is correct.
    • under Email Options, check the box “I would like an email confirmation for this order”
    • under Order Information:
      • enter your office purchase order number in the REQ# field
      • enter your subledger in the SUBLEDG field,
      • fill in the contact and contact phone (if not populated)
    • under Delivery Options, select a desired delivery date
  6. Click the “PUT THIS ORDER ON HOLD” button. An e-mail will be sent to you confirming your order.
  7. Forward the email to your supervisor for approval.
  8. Supervisor replies “approved”. Email with approval must be kept for 3 years.
  9. Once approved to order, go back to Office Depot website –
    • click on order tracking
    • check the box beside the order number
    • click “Release Selected” to place the order
  10. Once the order has been released, an e-mail confirmation will be sent indicating that the order has been placed.

PAYING

  1. An email is sent to you once the items have shipped. Once the items are received:
    • Forward the email, with coding on it (business unit, object code, amount, etc.) for all items purchased to your supervisor.
    • Supervisor forwards the email to State Office indicating “Approved”.



back to top