Department of Stores and Purchasing

1. Department of Stores and Purchasing

2. Nordstrom • Don’t we wish we could all shop there? • Why? • Beautiful products and excellent customer service

3. Purchasing’s Policy We at Purchasing, Warehouse Services, Duplicating, Repair, Textbooks, Mailroom Services, and the Switchboard strive everyday to provide the best customer service possible to all of our district personnel.

4. What does customer service mean to us? • Speedy order processing • Helping you spend your budgets wisely • Prompt problem resolution • Timely payment to your vendors

5. Speedy Order Processing What can you do to help us provide the best customer service possible?

6. What delays the process? • Hard copies not received in Purchasing • Requisition is not electronically “sent” to Purchasing • Requisitions must be retyped or not enough information is provided. • Except during the end of the year deadline, most requisitions needing no changes are processed within 24 hours. • This customer service is provided by three buyers to OVER 300 district employees

7. Let’s review the successful creation of a requisition • ALWAYS start on line 2 and CAPITALIZE the description • Keep description lines together • skip a line between each item ordered. • Fill in the unit (each, package, case, etc.). • Fill in the quantity (amount to be ordered) • Electronically send the requisition in KEA

8. Submitting the Requisition • Print a hard copy of your requisition • Attach any back up information such as quotes, item description, contracts, etc. • Staple all attachments to the hard copy. • If it’s important enough to paper clip, it’s important enough to staple.

9. How to Look Up and Add Vendor Numbers and Information • Enter “C” in the function area and “V” in the data area • Tab over to the vendor box and type a portion of the vendor name • You will be in a new prompt field after hitting return on your keyboard • Move through the available vendors by using “B” for back and “F” for forward until you find the correct vendor • Press return on your keyboard once you have found your vendor

10. Speeding Up Online Ordering

11. Online Ordering • Create a requisition prior to creating an online order • $50 minimum order • First aid kits may not contain medications • CAL OSHA guidelines • ALL ink purchased must be OEM products • Stinson’s is the current bid supplier of all ink • No split budgets allowed • Furniture is to be ordered on a regular purchase order • Contact Stacy Thompson @ 14718 for quote assistance

12. Stinson’s Online Click here to access old system

13. Amazon Orders • Check the amount available for the item you are ordering • Print out item description • Attach print out to requisition • 60 item max cart size • One requisition per 60 items

14. Amazon Orders • The following items may not be ordered from Amazon: Computer components such as cables, batteries, memory, replacement parts, etc. • Contact the Purchasing office for information on where to purchase these items.

15. Helping you spend your funds wisely • How many of you clip coupons and look at sales flyers? • In Purchasing we strive to bring you the best quality possible for your budgets. • Our online vendors: Stinson’s, Southwest School Supply, Office Depot, and School Specialty all provide the greatest value for specific items. • Office supplies: Stinson’s & Office Depot • Classroom supplies: Southwest and School Specialty

16. Helping you spend your funds wisely • Our online vendors: Stinson’s, Southwest School Supply, Office Depot, and School Specialty all provide the greatest value for specific items. • Office supplies: Stinson’s & Office Depot • Classroom supplies: Southwest and School Specialty

17. Helping you spend your funds wisely • Don’t waste valuable time surfing the internet for products and pricing. • We are here to do that for you • Call us and we will probably already have a source for you • Here is an example to show how you can save money

18. SAVE MONEY

19. Prompt Problem Resolution • It is usually best to let us handle any problems with your orders other than orders placed online with Stinson’s, Southwest, Office Depot, and School Specialty. • Visit our website for help.

20. Prompt Problem Resolution • Check the status on KEA first to see if we are already aware of any problems • Email is preferable over a phone call as many times we will forward this information to the vendor. • Always include: requisition or PO number, product you’re inquiring about, and what the issue is (not received, damaged, etc.)

21. Timely payment to your vendor • All vendors are the district’s vendors • Your order makes them your vendor • Your vendor has a reasonable expectation to be paid promptly

22. Timely payment to your vendor • Help Accounts Payable and Purchasing stay in good standing with your vendor • Both departments process thousands of invoices monthly • Two important pieces of information: • Requisition number • Packing slips

23. PACKING SLIPS • Sign and return all packing slips when received • If no packing slip: • Make a copy of the blue or print a copy of the online order • Circle the items received, sign the copy with your full name, date, and send to Purchasing • Send an email to Jana stating order number, items received, or items missing.

24. Standing Purchase Orders • Raymond’s • Must have requisition in hand • Raymond’s will enter requisition number on invoice • Smith’s • Requisitions must be stamped before going to Smith’s

25. Copy Machines • DO NOT move machines • Moving is not part of maintenance contracts • Any damage incurred will be paid from your budget if you move the machine yourself • All service calls go through Cara Rodriguez at extension 14714 • If your supplies are included in your maintenance contract, call the company to place the order

26. Purchasing Quiz • What is the second reason processing orders is delayed? • Requisitions not electronically sent to Purchasing • How should you attach quotes, backup documentation, etc. to requisitions? • Staple all back up documentation to the requisition • What is the minimum online order amount? • $50 • What is the maximum cart size for an Amazon order? • 60 items

27. Purchasing Quiz • Where can you go to find valuable help for the Purchasing Department? • Purchasing website • What 3 pieces of information are needed when contacting Purchasing when you have a problem with an order? • PO/Requisition Number, Reason, and product information • What 2 pieces of information help us process invoices in a timely matter? • Requisition number and packing slips • What is one alternative to a packing slip? • Email, copy of the blue purchase order, or copy of online order

28. Outstanding Secretaries and Clerks • Elementary – Sandy Menendez • Jr. High – Francis Zeiders