SB DVBE Consortium

Small Business & DVBE Office Supply Consortium Managed By Office Depot
a How-To Guide for On-Line Ordering
for the Small Business & DVBE Office
Supply Consortium
V 1 September 2006
G.R.A.B. IT
Copyright ©2006 Epylon Corporation All Rights Reserved

Shopping the
electronic catalog
2…Shop with Small Business
Consortium Retriever
Creating an order &
purchasing
11…Create a PO from Shopping List
16…Recurring Purchase Orders
17…Buy from an Existing Shopping List
19…Archive Your Work
20…Resubmit a Purchase Order
Table of Contents
Navigation
1…Site Overview and Navigation
User Account Management
23…Set up a CalCard
24…Change Your Password

Product Education and Customer Service Resources
This “Get Real Answers Booklet” (G.R.A.B It) is intended for buyers using the Office Depot Small
Business & DVBE Office Supply Consortium.
Customer Service Representatives are available to assist you with any aspect of the Small Business &
DVBE Office Supply Consortium.
Call Customer Service: 800-607-0685
Email Customer Service: help@epylon.com
We’re committed to actively listening to our customers, providing
solutions, and continually evolving our Service for you.
Customer Service Mission
Need more help? Call Customer Service at 800-607-0685 or email us at help@epylon.com

EXPRESS is the landing page for entry into the system. It contains notes, the identity
of your small business or DVBE partner, and an immediate link to the Office Depot
electronic catalog.
WORK categorizes your purchasing forms for easy access and reference. The Work
section contains Inboxes for eRequisitions, Purchase Orders, and Archive.
SHOP lets you shop the Office Depot websites with Epylon’s Retriever tool. In
addition, this section contains your Shopping Lists.
MY PROFILE manages your personal information: this is where you can change your
password, associate ship-to addresses, or manage your CalCard number and
information.
Site Overview and Navigation
Customer Service displays our Customer Service contact information.
Logout ends your session with Epylon. If you do not click “Logout,” your session will automatically end after 3
hours of inactivity.
Need more help? Call Customer Service at 800-607-0685 or email us at help@epylon.com page 1

Shopping the electronic catalog
(All pop-up blockers must be turned off)

Shop with Small Business & DVBE Office Supply Consortium
When you use Epylon Retriever/Small Business & DVBE Office Supply Consortium to shop at your small
business/DVBE-Office Depot online store, you will be accessing the supplier’s website. The on-line store will recognize
you as a State buyer and show the prices available to the state through the Small Business & DVBE Office Supply
Consortium. Once you finish shopping and continue through the checkout process, the items you choose will be
retrieved by Epylon and saved in a special Shopping List. When you are ready, the Shopping List can then be
converted into a Purchase Order.
.
You will be able to access Retriever 2 ways:
Click: “SHOP.”
Click: “Search” (see ovals shown above).
Select: In the “Shop These Sites” section, the name of the small business or DVBE
supplier you have been assigned to will be in the white box.
Click: “Go Shopping.”
step 1 of 9
page 2

You can also click the logo of the small business or DVBE supplier that is on the Express
Page. Or under “Steps” – click the “Go Shopping” link.
Shop with Small Business & DVBE Office Supply Consortium step 2 of 9
page 3
Warning:
All pop-up blockers must be
turned off because this
technology uses two web
sites at the same time to
bring you the greatest
shopping efficiency.
To turn off pop-up blockers,
go to “Tools” on your
Internet Explorer browser
menu bar. Ensure that pop-
up blockers are turned off
for this application.

You are now on the Office Depot website. You can search for the items you want in
a couple of ways:
1) Enter the item in the “Search For” box, then click “Search.”
2) Under Shopping Tools – click “Order by Item #” This will take you to a page
where you can enter item SKU numbers and quantities.
2step 3 of 9
page 4

To add products to your shopping cart:
- Enter amount in the Quantity box
- Click “Add to Cart” button
You can keep shopping by entering key words into the Search box or browse the
catalog.
page 5
step 4 of 9
Hint:
Clicking on “Add to Cart”
without entering a quantity
delivers a quantity of one (1)
to your cart.
Do not use the “Add to List”
button. It will just mean double
work for you, because all items
must be placed in a cart to be
transferred back into an Epylon
list.
Real time inventory is shown in
the Availability Column.

Need more help? Call Customer Service at 800-607-0685 or email us at help@epylon.com Page 6
Once in your shopping cart – click “Checkout” button.
step 5 of 9

Your full cart is presented.
Click “Continue.”
This will to take your shopping cart back into Epylon as a shopping list.
step 6 of 9

page 8
Click – “Save Cart.”
This will complete the process of bringing your Office Depot shopping cart back into
Epylon as a shopping list.
step 7 of 9

Your list will appear with a name that is a combination of the small business/DVBE
name, the date, and the time that the list was created (in this example, “Primary
Source - 09/06/2006 7:41”). We suggest you change the name of your list by
clicking the red “Edit List Properties” button and give it a meaningful title that will
remind you what is on the list. You can save the list forever.
step 8 of 9
page 9

step 9 of 9
Select: Items that you would like to purchase by clicking the box to the left of the item.
When you reach the bottom of the page, you can:
• Click: “Add to Selected List” to add items from one list to another.
• Click: “Add to Purchase Order” to copy the items to a PO form (see next section).
page 10

Creating an order & purchasing

Creating a Purchase Order
The purchase order form will be pre-populated with information from your profile –
such as your name, bill-to address, supplier and items selected from your list. If you
need to change the bill-to address, click on arrow in the bill-to address box and
select correct address.
HINTS:
• Your Purchase Order Inbox is
where you can find the status
of your POs (Draft, Sent, or
New Response).
• You can sort your Inbox
according to PO Title, Status,
Sender, etc. by clicking on the
small blue arrows in the
header of each column.
Clicking on the arrows once
sorts the list in alphabetical
order; clicking twice sorts the
list in reverse alphabetical
order.
step 1 of 5
page 11

Scroll to Overview section. Note that any field with a red asterisk by it must be filled
in order to move to the next screen.
step 2 of 5
page 12
• Purchase Order Title – you can change the purchase order title to a meaningful name.
• Purchase Order Number – if not using a credit card to purchase items – a PO must be
used. If one is not provided – the system will assign one to the purchase order.
• Recurring PO – you can set dates for PO to be sent on a recurring basis.
• Ship-To Address – if you have more than one ship-to address in your profile, you can
select a different one by clicking on the arrow.
• Attention Name – enter name of person who will receive the delivery of product.

step 3 of 5
page 13
Scroll to the Item section. You will see the items you selected from your shopping list.
You can change the quantity of your items.
Click – in the Quantity box and enter new quantity. When you tab out of the box, the
Extended Price will automatically calculate for you.

You may use External Notes to send additional information to the vendor and
Internal Notes to make your own Agency comments related to Order. A vendor will
never see comments in Internal Notes. Note: each of these fields is optional. When
you reach the bottom of the screen, you can:
• Click: “Discard Changes” to undo your work and return to the Inbox.
• Click: “Save as Draft” to save a draft of the PO in your Inbox.
• Click: “Continue” to review the details of the PO form (see next page).
step 4 of 5
page 14

If you clicked on “Continue,” you are directed to the Review and Submit page.
Review: The details of the Purchase Order.
Click: “Edit” to change the PO.
Click: “Purchase” to submit PO to the supplier.
step 5 of 5
page 15
NOTE:
• Once the PO has
been sent to the
supplier, it can be
found in your PO
Inbox.
• The status will
read “Accepted.”
The Internal Notes section will contain the audit trail of all action and information
related to this form. The notes serve as a record of the purchasing activity and
may never be erased.

Recurring Purchase Orders
To set up a recurring PO:
Enter how often you want a PO issued by putting a number in the “Every” box.
Select the time schedule – day, week, etc. by clicking on the arrow.
Schedule the end date for the final PO to be issued by choosing the month, date and
year.
After the first PO is sent to the supplier – a draft PO will be placed your In-box on the
day you selected. You will be sent a reminder e-mail that the PO is waiting. You can
make any changes to the draft PO before you submit it. You can also archive one of
the draft PO’s without affecting the schedule.
step 1 of 1
page 16

Buy from Existing Shopping List
Click: “SHOP.”
Click: “My Lists.” This takes you to your Shopping List Inbox.
Select: the List that you would like to work with by clicking on the List’s “Name.”
When you have many lists, it is useful to give each one a meaningful title.
HINT:
• You can sort the
Shopping Lists in
alphabetical order
according to Name,
Category, etc. by
clicking on the blue
arrows in any of the
column headers.
page 17
step 1 of 2

Buy from Existing Shopping List
Select: Item(s) that you would like to purchase by checking the box to the left of the
item(s).
Click: “Add to Purchase Order.”
After clicking the “Add to Purchase Order” button at the bottom of your list, the items
will automatically be sent to a Purchase Order form.
step 2 of 2

Archive Your Work
The Archive stores your forms for reference and record keeping purposes. When you have completed your work
with eRequisitions or POs, you can place these forms into your Archive. Note: Once an eRequisition or
Purchase Order has been archived, it can be resubmitted to a supplier.
Go To: the Inbox of the form you would like to archive by clicking “WORK” and then
clicking the name of the Inbox (eRequisitions, or Purchase Orders).
Select: the form(s) that you would like to archive by clicking on the small box to the
left of the form(s).
Click: “Archive” at the bottom of the page. Your form(s) can now be found in the
Archive.
step 1 of 11
page 19

Resubmit a Purchase Order
To reorder based on a previous Purchase Order, go to your Archive In-Box.
Click: “WORK.”
Click: “Archive.” This takes you to your Archive Inbox.
Select: The PO that you would like to resubmit by clicking on the Title of the PO.
HINTS:
• Your Archive is where you
can store eRequisitions,
and POs.
• You can sort your Inbox
according to form type,
Title, etc. by clicking on
the small blue arrows in
the header of each
column. Clicking on the
arrows once sorts the list
in alphabetical order;
clicking twice sorts the list
in reverse alphabetical
order.
step 1 of 3

Resubmit a Purchase Order
Click: “Resubmit Purchase Order” at the bottom of the PO form.
Review: Details of the archived Purchase Order are duplicated on a
new PO form.
Edit: Scroll down the new PO, making any changes necessary.
Click: “Continue” at the bottom of the screen to review the PO
form.
HINTS:
• If, while editing the
PO form, you click
“Save as Draft”
button, the original
PO can be found in
the Archive and a
copy can be found
in your PO Inbox.
• The Source column
will indicate the
origin of the line
item information-
Retriever or Manual
Entry.
step 2 of 3

Review: The details of the Purchase Order.
Click: “Edit” to modify the PO. Once all information is correct
Click: “Purchase” to submit the PO to the supplier.
Resubmit a Purchase Order step 3 of 3
The Internal Notes contain the audit trail of information
attached to this form, including specific account information. The
notes serve as a record of the purchasing activity.

Set Up a CalCard
Click: “My Profile” in the upper right-hand corner of the screen (not shown).
Scroll: To CalCard section below.
Enter: Your CalCard information.
Click: “Update” to activate the changes.
Epylon stores card information and allows you to use CalCard for purchases. All CalCard numbers are encrypted
and sent securely over the Internet.
step 1
page 23

Change Your Password
Click: “My Profile” in the upper right-hand corner of the screen. In the Password
section:
Enter: Current Password.
Enter: New Password.
Re-Enter: New Password.
Click: “Update” at the bottom of the screen to activate the changes (not shown).
page 24

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