Staples Ordering Office Supplies Order.StaplesAdvantage.com. New User IDs are assigned once authorization forms have been received by Purchasing.

Transcription

1 Staples Ordering Office Supplies Order.StaplesAdvantage.com New User IDs are assigned once authorization forms have been received by Purchasing.

2 Office Supply: Detailed Definition Office Supplies: The purpose of this online tool is for the ordering of consumable or expendable supplies required for the day to day functionality of a department. These supplies are limited to items such as paper, pens, pencils, pads, folders, markers, highlighters, envelopes, project supplies, etc. No shredders, no furniture, nothing that plugs into a wall, nothing that plugs into a computer. These must all be ordered through your Purchasing department Buyer. 2

3 Authorization Process User must complete the following to receive authority to order: Obtain authorization form from Rozie De Mel and get signature from department Manager/Supervisor. Once complete, submit the form to Rozie De Mel Reporting Role Changes Department Supervisor must report any authorized user, who is no longer required to order office supplies. Authorized users who move from or leave the department must complete re-authorization. 3

4 Approvals If management requests, we can set up for accounts to send carbon copies of orders to the respective persons. We can also set up approval routes, but orders won t be released until that supervisor or manager signs in to approve. The system won t stop you from ordering above $1, as per the authorization, so please be mindful of the orders you place. 4

5 Purchasing of Office Supplies All ordering must be made via the internet website Order.StaplesAdvantage.com Exceptions: Stamps/Toners/IT/Special Orders Rozie for the following: Items not found on Staples. Mariela Perez for the following: Custom Stamps Request Form ALL TONER MUST BE ORDERED THROUGH PEOPLESOFT. Please place requisitions through PeopleSoft All computer peripherals must be ordered through your department s IT Computer Technology Technician (CTT). This includes monitors, mice, screen filters, USB Flash drives, etc. There is a $50.00 minimum order. Authorizations grant $1, ordering limit per order. Anything over must be printed and signed by manager/supervisor. Orders placed by 4:00pm via Staples Advantage will likely be delivered the next business day (except for back-orders). 5

6 Order Status/Customer Service To check the order status, go to Order.StaplesAdvantage.com. Click on the "My Orders" tab on the home page and then click My Order Status. If you did not receive an confirmation, your order was not submitted. Any orders not submitted will be automatically saved and remain in the shopping cart until you checkout. 6

7 Receiving Orders Only receive orders that your department has placed. Do not sign for items that you have not ordered. Check the packing slip if you are able to. Ensure that signature on Proof of Delivery machine is legible. Make sure to sign slowly and clearly. Accounts payable must have a clear signature to pay invoices. PODs (Proof of Delivery) can be found under My Orders tab on the homepage. Go to My Order Status. Submitted orders will have a truck icon. Click here for PODs. 7

8 Credits, Reorders and Returns Please contact Supply Chain for any issues regarding Credits, Reorders and Returns. Each hospital campus has a Supply Chain contact for assistance with these issues. Please see below: Baptist Hospital & Off-Site Locations: Rozie De Mel rozannedbaptisthealth.net South Miami Hospital: Rosario Gonzalez rosariogo@baptisthealth.net Doctors Hospital: Vanessa Vaz vanessavaz@baptisthealth.net Homestead Hospital: Corinna Garcia corinnaga@baptisthealth.net Mariners Hospital: Anais E. Diaz anaisd@baptisthealth.net West Kendall Baptist Hospital: Nicole McDonald NicoleMcd@baptisthealth.net 8

9 Credits, Reorders and Returns Credits and Reorders: Shortages or damaged items must be reported within 48 hours of received signatures and accepting items. Please a copy of the invoice/packing slip or order confirmation indicating the missing/damaged items to the correct Supply Chain contact listed on Page 8. Please indicate whether you will want Supply Chain to place a Reorder along with the Credit or if you will be reordering damaged or missing item with your next Staples Advantage order. 9

10 Credits, Reorders and Returns Returns: All returns must be made within 14 days of receipt of item through the Supply Chain Department (please see appropriate contact person listed on Page 8). Because the expense BHSF incurs is greater than $50.00 with every return to Staples, BHSF requires a minimum of $50.00/return unless items received were damaged or missing. An acceptable return includes either one item in the amount of $50.00 or several items from the same order adding up to $ Any return requests under this minimum amount will not be processed. Please a copy of the Packing List/Invoice addressing the order number, item to be returned and reason for return. Do not give Staples driver any return packages unless he/she is there specifically for your return. 10

11 Catalogs As per the Green Team, we are unable to order catalogs due to the quick time frame in which they become outdated. Employees who do not have an account can view items by logging into staples with the generic information below. Order.StaplesAdvantage.com Customer ID: ATL User ID: GREENCATALOG Password: green Case Sensitive: enter exactly as shown **Since many users access this generic account, if the password comes up as invalid, Rozie De Mel to reset it.** 11

12 Contact Information Account Representative Hope White Address: Supply Chain Points of Contact All locations (for help with Staples Advantage account) Rozie De Mel (786) **ADMIN CONTACT** South Miami Hospital Rosario Gonzalez (786) Doctors Hospital Vanessa Vaz (786) Homestead Hospital Corinna Garcia (786) Mariners Hospital Anais E. Diaz (305) West Kendall Baptist Hospital Nicole McDonald (786)