Hunterdon County Educational Services Commission
Internet Purchasing Site
http://purchasing.hcesc.com

Administrator's/Approver's Area

All Administrators/Approvers must call Doreen Pirozzi - 908-439-4280 x 1513 or Roxanne Wolf - 908-439-4280 x 1474 to set up registration.

You will be asked for your email address (login) and a password chosen by you (up to 8 characters). If multi-level approvals are required, email addresses (login) and passwords will be required for those staff members/employees as well. This information will give you and other approvers the ability to login, approve or decline orders. All approvers will receive email notification when orders are awaiting approval, BUT only the final approver's say so will release the order for attachment to a purchase order.

If staff members registered as administrator/approver and want to enter orders or view bid booklets, they must register as a buyer as well. They then will have two separate logins. This can be done from the website without contacting ESC. Instructions are included in this email. Details of all the bids available are posted behind this login

Multi-Level Approval
No more than three levels of approval. The most likely scenario would be department head, principal and business administrator, but is not mandatory. Approval authority would be determined by the final approver, most likely the business administrator. Please call our office to set-up.

Login to System
Enter user name (email address used to register) and password. Be sure to check "APPROVER" If you forgot your password, click "I forgot my password". After you supply the requested information, it will be forwarded to your registered email address instantly. Proceed to the login screen.

To Approve or Deny Orders

Once logged in you will be able to approve orders, access vendor contact information, view bid descriptions, and view ESC approved rates as well. If there are orders for you to approve you will see: "To review them, please click here".
Also, you may not have full screen view, so remember to scroll over and down to see all information.

Awaiting Orders
Orders are in date order. Click "Review" of order you want to process. Click on either the "I approve" or I deny" button. If you deny the order, be sure to list the reason. An email notification will be sent to the requisitioner indicating denial and the reason. The requisitioner will have the ability to modify and resubmit the order for approval, or remove the entire order. If the order is approved, an email will be sent to the requisitioner indicating such.

Print Summary
Once final approval is done, click on the link "Past Orders".Select the Bid # and Name you want to print. At the bottom of order summary click print. This print summary can be attached to PO, and faxed or mailed to vendor.
To assure bid and discount pricing, please type in the body of PO:

• HUNTERDON COUNTY ESC COOPERATIVE PURCHASING BID # AND NAME OF BID.Example - Bid #114 General School Supply. Bid # and Name are located at top left of order summary print out.
• The order # should also be in the body of PO, and this is found on order summary top right.
• Vendor Bid # if applicable. Click on "Bid Descriptions" located on approver's main page to see if vendor has a Bid # (not all of them have one). This can also be viewed and/or printed on buyer's side in bid description/item booklet column.
  
  To Exit: Click the Logout button (top left).