Ordering 103
Ordering from Amazon, technology purchases and updates.
Dear Cottonwood Families,
We have reached our final destination in our Ordering Newsletter Series. Ordering 103. Thank you for your diligence and taking the time to read these newsletters thoroughly. Summer ordering continues to be a huge success - efficient, accurate, and fast. We appreciate your care and attention to changes and updates and we continually strive to approve our systems and ordering processes.
Amazon Punchout ordering (phase 3) begins Wednesday, August 3rd. (Any Amazon orders placed before 8/3/22 or without "Punchout" will be rejected). Your teachers have returned and are being trained on the Amazon Punchout process and all order and approval protocols that they need to know. On Wednesday, you may begin placing product orders through Amazon with our exclusive Cottonwood School Amazon Punchout service. Please read this email entirely for all of the details and guidelines for placing these orders.
Please refer to Ordering 101, Ordering 102, and Ordering Updates for ALL the information you need for successful ordering. CONTINUING FAMILIES, important improvements have been made, so it is vital that you read this email too!
Amazon Punchout - available Wednesday, August 3
Placing Amazon Punchout Orders - Instructions
Amazon Punchout is the ONLY method for placing order with Amazon. Once approve by your HST, the order goes directly to Amazon to be processed and shipped. This type of order is a very speedy way to have your items processed.
To place an order with Amazon Punchout please follow the steps below:
Select “New Request +”
Select “Order”
Select your student
Add Order Description
Select the “Supplier Portal button”
7. Select “Proceed” and you will be forwarded to the Amazon Portal. Please do not close the Procurify window during this time
8. Browse Amazon as you normally would. Add your desired items to your cart. Please select from “Prime Vendors” only. You may enter up to 10 items per Punchout Order. When you're ready to submit your request, navigate to your shopping cart and select the Submit These Items for Approval button. You'll be automatically returned to Procurify.
9. Your items will now be shown in a Punchout list.
11. Select your shipping address from the new dropdown. Your items will be shipped to this address after approval.
12. Make any final changes to your Request
13. Please double and triple-check that your order is accurate. Once your HST approves an Amazon Punchout Order, it is final and no refunds or changes can be made. Please understand that this is due to the process of the orders going directly to Amazon once approved.
14. Once you are absolutely sure you are all set, click Submit.
Reminders
- Please limit each order to 10 items or less
- Select items from "Prime Vendors" only
- Amazon Punchout Orders, once approved by HST, are non-refundable and unable to be changed
- No Tax & Shipping Bundle is needed for Amazon Punchout
School Technology - Ordering, managing, and servicing
Technology orders are approved in the order they are placed.
- Once approved, the order is sent to our Tech department to fulfill.
- Beginning Aug. 1st and once ready, our team at 7th Dimension will contact the parent to arrange delivery.
- Parents can schedule a time to pick up devices at 7th Dimension, the Lending Library, or request to have the device delivered to a Park Day on the Library Van schedule. These methods are preferred.
- If parents are unable to pick up devices through any of the above options, arrangements can be made to ship the device to the student's home address.
Technology for RISE classes:
Students receiving devices in connection with RISE classes can pick them up at the scheduled RISE Orientation on August 16. This is the preferred pick up option as we encourage you to attend the RISE Orientation. However, if you are unable to attend, school staff will contact these families to RSVP pick up or schedule shipping.
Previous Highlights from Ordering 101 and 102
Please find links to Complete Ordering Newsletters at the bottom of this page
Procurify's NEW LOOK!
Procurify has a new look. You'll notice some changes to their colors and layout but as long as your logged into our 22-23 Ordering Site, you're in the right spot!
What's new?
- New Service Waiver of Liability
- fillable form
- list requested activity and Community Partner
- New Cottonwood 22-23 Ordering Site (Procurify landing page)
- 1 Vendor per order
- Expanded “Order Type” options
- Required Educational Relevance dropdown
- Tax & Shipping Bundle not required on Service Orders.
Informed Ordering - Know before you go!
Invest the time to be informed. Seamless ordering is well worth the effort! Start by watching the updated video tutorials and reviewing the updated directions, then you will be well equipped to successfully place orders!
- 2022-2023 Cottonwood Ordering Hub - Now available! This website has step-by-step instructions, video tutorials, and all essential order information available on our school website for parents - no Nest access needed! We will continue to update the Ordering Info Hub as new phases of ordering become available (ie. Services, Amazon, etc)
Getting Started - Logging in to our NEW Procurify site:
Update Bookmark: Everyone needs to update their Ordering bookmark to Cottonwood’s NEW Ordering website, if you haven't already: 2022-2023 Cottonwood Ordering Site (Bookmark it)
- If you login to last year's site, you will not see current student budgets, new students, or be able to order.
- Web ONLY - The Procurify Mobile App will be available in August. Please access Procurify through our new 2022-2023 site until then. Use Google Chrome browser for best results.
Login: Returning & New families with approved ISAs (formally know as MA or Master Agreement) were sent their Procurify logins beginning on Thursday, 5/26/22 from notifications@mailer.procurify.com. These emails were time sensitive. If your link no longer works, or you lost it, follow the next step.
- Go to 2022-2023 Cottonwood Ordering Site . Select "Don't Remember Your Password?" to set a new password and begin ordering.
- You can see available funds in your Procurify account
New Families will receive information (including ISAs to sign) from either their HST or the summer HST (Summer Homeschool Teacher - not the same teacher that you work with during the school year). Procurify logins are sent following the completion and approval of ISAs.
Product Order Reminders
- Coupons and Promo Codes- Please make sure to enter the regular rate/price in your order request. You may enter a coupon code in the comments and the purchasers will use the code if possible, but we cannot guarantee. Please know that our purchasers are ALWAYS looking to get you the lowest price available when processing an order.
- Special School Pricing - Microsoft Office ($5) and Adobe Creative Cloud ($10) are catalog items for which we have secured special school pricing. Please do not enter them as "other vendor" but use the catalog item to get this special price.
- The Tax & Shipping bundle is required for ALL product orders regardless of whether it seems there is no shipping cost, the product is digital, or shipping is listed as free on the vendor's website. The adjusted amount that reflects the real cost will be reflected in your account when the order is processed.
- Catalog items do not require the Tax & Shipping bundle.
- Select only one vendor per order.
- All tech items must be ordered through the school catalog.
- You must include links and all required information. Check and recheck before submitting your orders.
- It is best practice to select vendors that are listed in Procurify. These vendors already have established working relationships with our school and accept our methods of payment. Our purchasing team will always make an effort to purchase your requested item, but vendors are not always willing to accept our methods of payment and/or do not work with schools.
- If your order is denied, you simply need to duplicate the order and make the needed corrections (unless it is an item that didn't meet the guidelines). You do not need to re-enter the entire order. (See the "Duplicating Orders - 4 Quick Steps" linked below)
- All orders must be non-sectarian/not religious.
- Lastly, there is plenty of time! Breathe, choose thoughtfully, and enter the order carefully.
Service Orders with Community Partners Reminders
- Service Order duplication - SO EXCITING! If you have placed a service order and would like to duplicate it for a subsequent month, you can duplicate it and the Service Waiver of Liability will automatically attach to the duplicated order!! Just make sure to update the line item with the correct dates and information.
- Service Orders - a reminder that ONLY 1 class may be submitted per request, including Outschool. If you request multiple classes from a Community Partner on one order, the first line item will be processed the the additional line items will be rejected.
The following vendors were requested as products last year. For 2022-23 these vendors are services and you will find them on the Community Partners list. They DO NOT require the tax & shipping bundle but they DO require a Service Waiver of Liability to be uploaded with your order. Please ensure that your order ALWAYS includes the URL for the class.
- Mister D's Math
- Outschool
- Silicon Valley High School
- Beast Academy Classes
- Art of Problem Solving
- Online Live Math
Subscriptions/Memberships/Passes Reminders
Now is the time for annual subscriptions, memberships and passes.
In addition to the resources at the Lending Library you can take advantage of the 2022-23 Online Resources. You do not order these items through Procurify. Please let your HST know when they return if you are interested.
Our 2022-23 Online Resources include free online subscriptions and online curriculum available to order with funds through your HST when they return in August.
Clever access will be available in August when school begins. More information on this is forthcoming.
Parent-led Educational Field Trips Updates and FAQ
- Please plan on at least 3 weeks turnaround time from placing an order of this type before the event/location you are attending.
Contacts and links
Procurify and ordering related questions: enrichment@cottonwoodk12.org