Hunterdon County Educational Services Commission
Internet Purchasing Site
ONLINE INSTRUCTIONS FOR BUYERS:
http://purchasing.hcesc.com/
Click on Member
Login Tab (located
upper right corner)
Register as a New User (at bottom of screen under login):
You must choose the administrator/approver assigned to your
school/municipality, a designation supplied by your administration office and
a password chosen by you (up to 8 characters). After you have supplied the
requested information you are able to proceed with your order.
Login to System-BUYER: Teachers,
Staff Members, Towns, Townships and County employees: If you have already
registered, enter your user name (the email address used when you registered)
and your password. Be sure the appropriate selection, BUYER (this
includes all schools, towns, townships & county staff members), is
chosen. If you forgot your password click "I forgot my password"
and it will be forwarded to your registered email address. Proceed to
the login screen. After you have logged in, you will come to the Bid Screen.
Bid Screen:
This screen displays all the bids available to you as a member. You can view
and/or print out paper booklets "Bid description/item
booklet", and order off all bids that are listed with the
option "order online". Bids that are "Bid
Description" only no booklet available are view and/or print
out only, but detailed information/instructions are located in bid
description. In addition, the link "Vendor Information" gives
you all vendor contact/address information as well. This is the only screen
that you can view or print out bid booklets (Bid description/item booklet).
Please review the front covers of booklets. The covers give you detailed
information about each bid/vendor that you will need to place an order. **
Especially if a vendor has their own Vendor Bid # which has to be listed on
your PO in order to get bid/discount pricing. When navigating through
ordering screens: DO NOT USE THE BACK BUTTON, but use the available links on
each screen to move around while creating your order.
"Order Online" means that you can create an order, print out
the order summary for your records, and have it go through the approval
process with your administration. When you "finalize order and
submit" your order goes to your administrator for
approval. It does not go directly to a vendor. Once
administrator/approver does the final approval you will receive and email
stating so. The administrator/approver will print the order summary
(multi-vendor bid orders will be separated into each vendor), attach to PO
and sent directly to vendor. If order is denied you will have an
opportunity to open order, edit and resubmit for approval, or remove order
entirely. Once order is approved and finalized by your administrator/approver
the order is closed and cannot be reopened.
Current/Past Orders
This Link is located top left side on first screen you come to after login,
as well as all other main screens.
When viewing this screen please note that you may not see the entire
screen all at once. Please scroll over and down to read what information is
there.
"Current/Past Orders" shows your order history.
This allows you to view open orders not sent to approver, view orders that
have been sent to be approved and orders that have been denied. An
open order will remain open until you finalize order and submit to your
approver. You can make changes to an open order, by viewing cart, and then
submitting for approval. Options for order submission, return to items
(making changes), or removal are located at bottom of open order. You
will not be able to open another order until you submit or remove your
existing open order.
Current/Past Orders
To open an order that has been submitted for approval, click on the bid name
and # of the order you want to view. Since this order has been submitted for
approval this is a "view only" screen no changes can be made. This
allows you to view order, and see where order is in the approval process. If
you need to make changes, alert the approver to deny order. This can only be
done if order has not had final approval. Once denied this gives you the
opportunity to revise the order and resubmit. BUT, if
administrator/approver finalized order, it is closed, so a new order would
have to be created.
If Order was Denied – This is the only way to retrieve an order that has been submitted
to be revised!!!! Once approved you can’t go back to redo!!!!
·
Click "Current/Past
Orders" link.
·
Denied order will
be listed, with an option to "edit" button. This allows you to make
changes to your order.
·
Complete changes
and then "finalize order and submit". This takes
your order through the approval process.
·
You also have the
option to remove the order completely.
******************************************************************************************************************************
To Start an Order: It is recommended that you print out the
bid booklet prior to ordering online. This way you can see what vendor has
the item you are interested in. When you start your order online in search
box #1, make sure you choose the correct vendor so that item appears. Ex.
General School Supply #124, Bid items only, Kurtz/Tapes & Glues – Click
view items. From list choose your item, quantity and add to cart. If the
discounted items (D) come up first you must click on next page to find
the bid items (B). Find item by description, and price. Type quantity in and
add to cart.
FYI: Kurtz items that start with a
zero – drop the zero before typing item # in search box 2. For School
Specialty drop the prefix and the suffix only type in the middle of item #.
Ex. 9-017505-030 only type in 017505.
DO NOT USE THE
BACK BUTTON! NAVIGATE WITH THE LINKS LISTED (view current order, search for
more items etc.). BACK BUTTON CAUSES ERRORS!
#1 Search by Vendor
·
http://purchasing.hcesc.com/ (our home page)
·
Member Login Tab
(located top right)
·
User name (your
email) and your password that you created when you registered. *Choose buyer
before logging into site.
·
Click "order
online" of bid you wish to order from.
·
Choose: bid only
items, non-bid items (catalog items only), or all items
·
View items and
pick quantity, add to cart.
·
View Cart or
current order, or Search for more items.
·
When complete
“close and submit your order.
·
Choose shipping
address.
·
Print a copy for
yourself, but remember this is only a copy not final print summary does not
split into vendors.
·
Finalize order and
submit. Once approved your approver will print out final print summary and
this will be split into vendors.
#2 Search Box - type in item # or
general name Ex. pen, pencil, tape etc. (no plurals). If you can’t find an
item please let us know!
·
Type in item #, or
general name
·
Select your items
and quantities.
·
Click "add
to cart".
·
Select: view
current order OR search for more items.
·
If complete "view
current order".
·
Options: 1 – "close
& submit", 2 – "To return to items", or 3 – "Remove
entire order".
·
If complete: "close
& submit" your order.
·
Choose your
appropriate shipping address.
·
Print order for
your records (this is only a copy not final print summary does not split into
vendors).
·
Finalize order and
submit.
·
Once order is
submitted it then goes to your administrator/approver.
·
When
administrator/approver is done approving or denying you will receive an email
confirming or denying your order.
·
If approved your
administrator/approver will print out summary and attach to PO (final print
summary is split into vendors).
·
If your order is
denied, you will have an opportunity to edit, resubmit or remove order
entirely. This is done in "Current/Past Orders."
·
To exit: Logout
link (top left) when done.
·
If you have any
questions please email Roxanne: rwolf@hcesc.com