Library Services Assistant Guide

To proceed, you will need admin permissions to the Office Depot site. If you do not currently, please contact Office Depot directly orders@otgroupltd.co.uk  

1. Log onto Ebis  

2. Select Links icon in the top corner, followed by the Office Depot Online Catalogue link.  

A new page will load with the office depot site 

Please ignore the following information regarding username and password. You will be allocated a login and password yourself.  

3. Search for the items you want, ensuring the item is “in stock”.  

4. Once complete, save basket and create a PDF.  

We need the basket PDF to raise a PO on EBIS 

5. Save a copy of the quote / order to relevant invoices folder on SharePoint  

6. Raise a PO on EBIS , using the standard rate for VAT 

7. Update the Master Tracker Spreadsheet with the available information. 

8. Once approved by Finance, re-log into your saved basket on office depot.  

9. Input the PO number and place order.  

10. Return to the Master Tracker Spreadsheet and update with the PO number 

11. Email the post room to inform of incoming delivery, and request diversion to the library.  

12. Once delivered, ensure the order is correct and all items accounted for.  

13. You will receive an invoice either to your email , or an invoice matching request from accounts payable.  

14. Receipt PO on EBIS 

15. Send invoice and PO number to finance for payment 

16. Repeat the process every 4-6 weeks depending on demand. 

1. Open the Gresswell website   

2. Search for the items you want, ensuring the item is “in stock”, and Add to basket.  

3. Once all the items have been added, go to basket, using the login details above.  

4. Press Request a Quote button.  

5. Add the details of purchase to the Master Tracker 

We must now wait for Gresswell to send a quote. This will appear in learning services inbox.  

6. Once we receive this quote, raise a PO on EBIS , using the standard rate for VAT. 

7. Save a copy of the quote / order to relevant invoices folder on SharePoint. 

8. Once approved by Finance, re-log into your saved basket in Gresswell and place order, ensuring you add the PO number when prompted.  

9. Update the Master Tracker with the PO information.  

10. Email the post room to inform of incoming delivery, and request diversion to the library.  

11. Once delivered, ensure the order is correct and all items accounted for.  

12. We should receive an invoice from Gresswell during this time. If not, respond to their email and request an invoice.  

13. Once we receive an invoice, receipt PO on EBIS 

14. Send invoice and PO number to finance for payment 

15. Repeat the process every 4-6 weeks depending on demand. 

Accounts 

Please check the Learning Services Accounts spreadsheet before continuing to see if we already have an account.  

If you feel this is a site we will use repeatedly, create an account for learning services and add accounts details to Purchasing - Non Collections Logins accounts spreadsheet.  

If this is a one off purchase, please continue as guest.  

Ensure that we receive receipt to learningservices@uos.ac.uk for reconciliation purposes.  

Please ensure the card details are not saved to the account. 

Please ensure notifications are turned off where possible. 

Ordering 

1. Locate the items you wish to purchase and add to basket 

2. Check out using the learning services email address and purchasing card details  

Please ensure card details are not saved to the account   

3. Enter the details into the appropriate tab on the Master Financial Tracker 

4. Once we receive order confirmation via email, upload a copy of the email / receipt to the appropriate SharePoint folder.