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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.


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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

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Home | Member Login | Vendor Login | Register | Help
Hunterdon County Educational Services Commission

51 Sawmill Rd Lebanon, NJ 08833
info@hcesc.com

 

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