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Purchasing & Supply Ordering

Ordering Supplies

The process for ordering supplies will be the same as in previous years utilizing the Ed-Data portal, with the same budgets. The main suppliers will be Staples for Office Supplies and School Specialty for General Classroom Supplies through Ed-Data.  These two vendors TEND to have the best pricing, please do compare pricing to obtain the lowest cost for items you wish to order.
 
General Information for ordering supplies using Ed-Data: 
  1. Log on to the Ed-Data portal (http://edsiq.ed-data.com/login
  2. Your username and password will remain the same as it was last year, please remember you have a unique password for security purposes which can be reset on the Ed-Data website, if needed. If you do not remember your user number, the Business Office can assist you with your user number and then you can obtain a password reset.
  3. Please plan to complete your ordering prior to September 29 to avoid shipping fees which are free if ordering before September 29. 
  4. In the late spring you will be receiving an e-mail message from Ed-Data indicating that the system is ready for ordering for the next school year. 
 
Completing a Requisition:
  1. Click on the My Requisitions tab on the top of the page
  2. Select a Category by clicking on it (for example - General Classroom Supplies)
  3. You will see a box that says “To create a requisition…” – you can X this out
  4. If you have more than 1 account assigned to you (unusual) you will select the proper account for this requisition from the drop down Account# on the top left of the screen, otherwise simply click on the Search tab under the drop down Account# on the top left side of the screen
  5. Now you can choose how to select items:
    1. On the far left select the drop down arrow that says “Search Most Popular/High Volume Items” and then select the SEARCH button on the far right of the screen OR
    2. Select the drop down arrow that says “Select All Vendors” and chose the vendor you want to search, then type in the next box to the right the item you are looking for (for example – Pens) and then select the SEARCH button on the far right of the screen
  6. Once you see the item you need, enter the quantity and click the ADD button
  7. To add additional items follow steps 5a or 5b above
  8. Once you are done with your requisition, click on the Requisition tab on the top next to Search and you will see all the items in your requisition
  9. Now you can hold the requisition, submit the requisition, print the requisition or exit the requisition (if the requisition is empty when you select “exit requisition” it will ask you if you want to cancel the empty requisition)
    1. If you want to add items to this requisition later – choose HOLD REQUISITION
    2. If you are ready to submit the requisition, I would recommend selecting the PRINT REQUISITION button and SAVING it to your H Drive so you  have a copy of what was actually submitted that you can verify the receipt of the order against, then select SUBMIT REQUISITION on the bottom of the screen
Modifying a Requisition:
  1. Log on to the Ed-Data portal (http://edsiq.ed-data.com/login).  
  2. Click on the My Requisitions tab on the top of the page
  3. Select Modify #xxx (each requisition will have a different requisition number)
  4. To add additional items follow steps 5a or 5b under Completing a Requisition above
  5. When all items are added and you are ready to submit, I would recommend selecting the PRINT REQUISITION button and SAVING it to your H Drive folder so you  have a copy of what was actually submitted that you can verify the receipt of the order against, then select the SUBMIT REQUISITION button on the bottom of the screen
  6. If you are not done with the requisition and need to come back to it, you can select the HOLD REQUISITION button and come back later to MODIFY the requisition
 
Approval of Requisitions:
  1. Your immediate Supervisor will review and approve or deny your orders, they will discuss this further with you, if needed
  2. If approved, the order comes to the Business Administrator and is reviewed and approved or denied
  3. If approved, Purchasing/Accounts Payable will create a Purchase Order and submit to the vendor
  4. The vendor receives, processes and ships the order to your building with your name on it
  5. It is my understanding there is a “staging” area in each building where summer orders go until they are placed in your room after summer cleaning or you claim them upon your return to school, more information is available through each individual building administrator
Here’s the timeline for ordering:
 
Late May - Early June:  The ordering year will be opened for the following school year.  Requesters can begin creating their supply carts for the upcoming school year; orders will not be placed until July 1st.
 
July 1st - September 29th - The Business Office will process orders that have been approved in Ed-Data.  Orders will be delivered directly to a central location in each building to be organized for distribution.  Please try to order during this timeframe as shipping is free until September 29.
 
After September 30th: Orders placed after this date will incur shipping costs, please place only unanticipated, essential orders.
 
Please remember, if you place items in your “supply cart” on HOLD, the order will not be processed until you remove the HOLD status by clicking the SUBMIT button.
 
There is a Training Video available when you log on to Ed-Data on the top right of the screen and you can contact Andrea Davis at the Business Office, x2206 for any ordering assistance.

 


QUICK LINKS

OUR SCHOOLS






Mr. Robert J. Edwards, Superintendent

1 Valley View Drive
Cortland, NY 13045
607-758-4100

www.cortlandschools.org


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