FAQ - Procurement: Early Ordering Support

 

Where can I find current information about early ordering?

You can refer to the Ordermania information each spring on the Department of Materials Management's website.

 

I have entered a quantity for a warehouse item, but both the item cost and the total cost on the requisition are zero. Is this a free item?

No, when an item shows with a zero cost, that indicates that the item is out of stock in the warehouse. You can place the order and, after the item is shipped, it will be charged to you at the appropriate cost.

 

What is the process for receiving Office Depot orders?

The Department of Materials Management no longer receives Office Depot orders centrally. Schools and offices are now responsible for receiving their Office Depot orders in iProcurement.

 

What is the process for receiving WT Cox orders?

The Department of Materials Management no longer receives WT Cox orders centrally. Schools and offices are now responsible for receiving their WT Cox orders in iProcurement once subscriptions begin.

 

What is the best way to avoid delivery delays when a requestor, account manager, or approver terminates or goes on long-term leave?

Avoid delivery delays due to workflow errors created when staff leaves or relocates within MCPS. A workflow account is end-dated when a requestor, account manager, or workflow approver terminates or goes on long-term leave. Any pending notifications at that time will result in the order being “rejected.” When an account manager or additional workflow approver account becomes inactive, the system automatically will return the order with a status of “rejected,” but the commitment of the order is not released.

Before staff leave, verify there are no requisitions pending approval for the requestor or account approver. Thirty days before departure, staff who create requisitions should delegate the responsibility to another staff member. For account approvers, before ordering, send to the Division of Controller at fmsmaint@mcpsmd.org a request to set up a new or acting account owner.

 

What is the proper way for entering the description information on requisitions?

A standard format has been established for schools to use during early ordering when entering the description information on requisitions. The format for the Description field is fiscal year, subject/department, and general description.

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