WinCapBPE (Best Practice Exchange)
Purchasing Using On-Line Shopping
"WinCap's Online Shopping is convenient, fast, efficient and easy! Anything that can save our organization precious time and resources in these difficult economic times is a huge benefit. And who doesn't love "shopping" online!"
On-Line Shopping & Electronic Ordering is a WinCap feature that allows users to directly link to vendor web-based ordering systems through the Requisition/PO form. The user
is taken to the vendor's website and is seamlessly logged-in using the district's pertinent account information. The applicable district pricing plan is presented to your users.
After browsing and selecting the desired items on the vendor's website, the user's request to "checkout" or "submit order" will actually copy the items from their shopping cart into the WinCap requisition. This eliminates the need for the central office to look for the "see attached" document, as the actual requested items are clearly itemized on each line of the purchase order.
"I can't say enough about the Online Shopping feature in WinCap. From the first time they used this feature, the staff was hooked! They are very comfortable with the format and it removes ALL of the guesswork involved with item descriptions, item numbers, pricing, shipping, etc. We use it to compare prices (ex: OfficeMax/Staples) all the time, and it eliminates the need to have logons and passwords for individual vendor sites. We have not had a lost order, return, or billing discrepancy with Online Shopping orders. Before Online Shopping, we certainly had access to items and state contract pricing, but with Online Shopping we have flawless access to all of that within our accounting software---perfection! The Online Shopping feature in WinCap is a real time and money saver at Newburgh."
Michelle Anderson, Accounts Payable
Newburgh City School District
Requisitions created using On-Line Shopping move through the same approval process as for any other WinCap pending purchase order. These orders are internally tagged as electronic orders (e-orders) so that once they are issued they are electronically transmitted to the vendor via the web when the district chooses to "print" the original order.
"We find Online Shopping to be a great time saver - no need to type long descriptions and catalog item numbers. That eliminates a lot of errors. Also, we have fewer AP problems as correct pricing is automatically brought into the order. Wish all our vendors were punch-out vendors!"
Christine Hawkins, Purchasing Agent West Seneca Central School District
Currently, the following vendors participate in our On-Line Shopping initiative and our list continues to grow through your recommendations: Staples, School Specialty, School Specialty- Frey Scientific, Office Max, Kurtz Brothers, Grainger, Dell B2B, Lakeshore Learning, Office Depot and EdData.
If you would like to learn more about this feature, click here or do not hesitate to contact Susan Tyler at (518) 435-0500 ext. 129 or your RIC Support Representatives.