Warehouse Procedures

ORDERING SUPPLIES

STOCK NUMBERS

We require that each item be identified by its respective stock number.

FOR EXAMPLE:

PH084-Headset Adapter

A-001- Archive Boxes 10 per bundle

WH095 - Disposable Wipe

UNIT OF ISSUE

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

The unit of issue for WH005, Batteries is dozen.

If you want 12 batteries, please request 1 dozen.

The unit of issue for PH084, Headset adapters is each.

If you want 12 adapters, please request 12 each.

FOLLOWING ARE INSTRUCTIONS FOR THE PROPER PROCEDURES FOR ORDERING ITEMS FROM THE CENTRAL WAREHOUSE.

Customers are able to order supplies online through our Advantage system. This can be accessed at https://meosc.hostams.com:1443/webapp/PRDFIN1X1/Advantage. For instructions on entering orders in Advantage please click the the following link. DO-Central Warehouse Document Instructions

If Advantage is not available a Central Warehouse - Requisition for Supplies (F-161) form is 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.

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 287-2923. 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 USPS, UPS, FedEx and own delivery vehicle depending on the size of the order (Prepaid and Charged to the agency). The Central Warehouse makes every effort to find the most economical shipping method for each order .

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 287-2923 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.

BUREAU INFORMATION

DIVISIONS

Warehouse Procedures