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Home > Central Services > Central Warehouse > Warehouse Procedures

Warehouse Procedures

ORDERING SUPPLIES

STOCK NUMBERS

Stock numbers have been assigned alphabetically. We require that each item be identified by its respective stock number.

FOR EXAMPLE:

C-051 CASSETTE TAPE - C-60, 60 minute

P-526 PENS - Blue, Rolling Ball, Extra Fine

V-780 VIDEO TAPES - VHS, T-120, premium


UNIT OF ISSUE

The unit of issue for each stock item has be established by the unit of packing.

The unit of issue for P-526, Pens is dozen.

If you want 12 pens, please request 1 dozen.

The unit of issue for V-780, Video Tapes is each.

If you want 12 tapes, please request 12 each.

 

FOLLOWING ARE INSTRUCTIONS FOR THE PROPER PREPARATION OF THE REQUISITION

Central Warehouse - Requisition for Supplies (F-161) is the form used to order all of the supplies listed in this Stock Book. These forms are supplied free of charge from Central Warehouse. Please contact us when you need requisitions. The white copy of the requisition must be forwarded to the Division of Purchases, Central Warehouse, Station #95, Augusta, Maine 04333. The yellow copy is to be retained by your agency. Requisitions may be faxed to us at 287-3640. If faxing your requisition, do not send us the original.

Please bear in mind that each page of a requisition is handled separately and should be completely filled out. Please list only one (1) item per line.

 

PAPER FOR LEASED PHOTOCOPIERS ONLY

When you need to order copy paper for your leased photocopier, call the Central Warehouse at 287-3641 and select option 1. The Copy Center supplies six (6) types of paper with the lease of your office photocopier. They are as follows:

    PAPER AVAILABLE FOR PHOTOCOPIERS
    STOCK #
    DECRIPTION
    REAM
    CASE
    P-465
    8 1/2"X11" Recycled White Express Pack
    N/A
    2500
    P-466
    8 1/2"X11" Recycled White
    500
    5000
    P-471
    8 1/2"X11" Recycled White 3-Hole Punch Express Pack
    N/A
    2500
    P-472
    8 1/2"X11" Recycled White 3-Hole Punch
    500
    5000
    P-473
    8 1/2"X14" Recycled White Legal Size
    500
    5000
    P-478
    8 1/2"X17" White Ledger Size
    500
    2500

The cost of these papers is included in the per copy cost charged by the Copy Center. This paper is to be used for your leased photocopier ONLY. It is NOT to be used for other purposes, such as stand alone laser printers, plain paper faxes, etc.

When ordering paper for your photocopier, you will be required to furnish the following information:

  1. Your Photocopier Machine Number
  2. Your Agency and Delivery Address
  3. Quantity and Stock Number of Paper Required
  4. Name of Contact Person & Telephone Number

GENERAL USE PAPER

To order paper for purposes other than your leased photocopier, submit a requisition for supplies (Form F-161) to Central Warehouse. All types of paper can be purchased for general use.


DELIVERIES

Normal deliveries from the Central Warehouse to the Augusta/Gardiner area will be made within one (1) working day after receipt of order. For a rush delivery, contact the Central Warehouse at 287-3644. Orders can be Faxed to the warehouse at 287-3640.

Walk-in service is always available. It would be appreciated if LARGE orders that are to be picked up, could be mailed or faxed to the warehouse in advance, with an expected pick-up date and time.

All out of town deliveries will be made via FedEx or Land Air depending on the size of the order (Prepaid and Charged to the agency).

It is the agency's responsibility to verify their order is complete upon delivery. Any discrepancies must be immediately reported to the Central Warehouse.


LARGE ORDERS

There may be times when an agency will request an amount of an item that exceeds the quantity normally maintained by the Central Warehouse. In such cases, we will contact the agency to inform them of any delays in filling their order, or possibly sending a partial delivery of that particular item. Feel free to call the warehouse at 287-3644 if you have any questions in regards to what is considered a large order.


BACKORDERS

When a supply item becomes temporarily out of stock, or it is not possible to supply the entire quantity requested with one delivery, it will be BACKORDERED.

Do not reorder. Backordered items will be delivered as soon as they are available.

If your backordered item is needed before our stock is replenished, please contact the Central Warehouse and every effort will be made to expedite your backorder. If you no longer require the backordered item, please contact us so that we can cancel the backorder.


HOW TO RETURN MERCHANDISE TO CENTRAL WAREHOUSE AND RECEIVE CREDIT

Items are not to be returned without the approval of the Central Warehouse and no credit will be given without a copy of the packing slip. To receive a credit you must call the warehouse and explain your reason for returning the item(s) or fax a copy of the packing slip with the item(s) circled you are returning. Note why they are being returned.

FOR EXAMPLE:

Ordered the wrong item

Item no longer needed

Damaged Merchandise

All returned merchandise must be unused and in its original package.


Central Warehouse has a 30 day return policy. A 10% restocking fee will be assessed as a result of agency ordering error with a minimum restocking fee of $10.00.