Materials Management

Ordering Non-Stock Items

NEW! Ordering Instructions for Non-Stock Office Supply Orders

Our current non-stock vendor for office supplies is Office Depot/Max. Central Stores customers will place office supply orders directly to the Office Depot/Max site, established specifically for Northern Illinois University. If you have not set up an account to order office supplies through the new portal please contact Central Stores at 753-6274 or in order to establish an account. We will need your contact information (name, phone number, e-mail address), cost center(s) you will be using to make your purchases.

Please note: Persons ordering supplies must have authorization from the cost center manager in order to use the cost centers for making purchases.

Link to the ordering portal.

Training Webinar Presentation: Here is a link to a pre-recorded training presentation to assist you as you use the Office Max Workplace ordering portal

If you are having difficulties viewing the presentation it is recommended that you upgrade to the latest version of Adobe Flash. If you need to upgrade Flash please contact your LAN Admin or the Helpdesk. This presentation is best viewed using the Google Chrome web browser.

Training Manual: For those who missed the training webinar or wish to review ordering information, view the training manual.

Benefits of the new ordering system include:

  • Visibility of the actual item cost. No need to contact Central Stores for a quote.
  • Item availability. If an item has been discontinued or has limited availability you will see this information when you view the shopping cart. Knowing this information will be helpful to you so you can search the site for an alternative product.
  • Suggested alternate items at less cost than the standard product.  When you input your choice into the shopping cart, any available alternative products appear. Alternate products save your department money.
  • Orders go directly to Office Depot/Max for processing upon submittal, allowing for rapid processing.
  • Among convenient portal features: Order Tracking and Order History.
  • Accounting will process a journal entry monthly for the cost of items purchased and received for each cost center.

What Central Stores will do:

  • Manage the portal, adding or changing contact and cost center information as needed, and as requested by departments.
  • Reset passwords when requested or required.
  • Assist with order and product issues as requested, including assisting with returns.

Ordering Instructions for Non-Stock Orders (other than office supplies)

When ordering non-stock items such as custom name plates and badges, or other special order commodities, you will continue to use the Central Stores non-stock ordering page.

Non-Stock Items may be ordered through our non-stock item ordering page. (Use Microsoft Windows Explorer when ordering. Other browsers will not display properly.)

  1. Using the drop down menu, select your College/Division from the list provided.
  2. Fill in the provided areas with your department, location, name of the person ordering, and telephone number.
  3. Fill in departmental accounting information. "Account" is a line item code (office supplies will be 810025). "Fund", "CostCtr/Org", and "SubClass" are specific to your area. "Fiscal Year" will default to the current fiscal year. "Project/Grant" remains blank unless a project/grant is used.
  4. Provide a brief description in the area marked "Description".
  5. Enter the order quantity in the area marked "Qty".
  6. Enter the selling unit (i.e. box, each, ream) in the area marked "Unit".
  7. Click the button labeled "Add To Order". If an entering error has been made while ordering, click on the delete link and the incorrectly ordered item will be deleted from the order.
  8. Repeat as necessary until ordering is complete.
  9. Print a copy of your order before clicking on the "Submit Order" button.
  10. Click on the button marked "Submit Order". An Order Number will be provided - use that number when inquiring about the order.
  11. You may then either place another order or, if your ordering is finished, exit from the system.
  12. A bill will be electronically sent to the ordering person after delivery of the order. Bills will generally be sent to the ordering person after items are received and sent to the customer.

Returning Items

Non-stock items, when ordered in error or found to be defective upon delivery, may be returned for credit.

  • From the OfficeMax Workplace website click on the Customer Service link. You can either call customer service to request an Authorization to Return  (ATR) number. Or, you can click on the “Request a Return” link and request a return electronically. 
  • Complete the Non-Stock Return form and submit it to Central Stores.

Central Stores will process items returned as damaged or defective for replacement, unless the ordering department indicates otherwise.

Returns will be processed after both the paperwork and the items being returned are received in our office. Items must be returned in the original packaging. Credit will be given after Central Stores receives credit from the non-stock vendor. Credit can only be issued for the current fiscal year. In some cases, a restocking charge will be assessed. All returns are subject to approval by Central Stores Management.

Please note the following return policy as per Office Depot/Max, our current non-stock vendor:

Office Depot/Max Return Policy

  • Office supplies may be returned for credit within 30 days of the original purchase date.
  • Ink/toner, if unopened, may be returned for credit within 30 days of the original purchase date.
  • Software, if unopened, may be returned for credit within 14 days of the original purchase date. Opened software can only be returned for exchange for the identical title.
  • Technology products may be returned for credit within 14 days of the original purchase date. If opened, a restocking fee may be applied. Defective technology products, if exchanged within the 14 day period, will not be subject to a restocking fee. Technology items consist of, but may not be limited to, computers, monitors, digital cameras, hard drives, business machines, networking equipment, projectors, cash registers, digital picture frames, shredders, telephones, computer peripherals and accessories.
  • Furniture may be returned for credit within 14 days of the original purchase date. Special order, manufacturer-direct, custom, and preassembled furniture is not eligible for return.

Order Status

Central Stores is concerned about processing orders in a correct, timely fashion. You may always check on the status of an order by e-mailing, or by calling 753-6274. Please have your order number available.