Procurify FAQ

Looking for the Heartland Ordering Handbook with the Preferred Vendors?

You can find the Heartland Ordering Handbook here! Use the search bar to access the vendor.

Looking for Helpful Ordering Resources?

You can find it here.

How does the ordering process work in Procurify?

In Procurify, requesters start by entering requests for items, including their prices (pre-tax and shipping). This ensures we have a clear understanding of the costs involved and what to order.

Adjustments for Additional Fees

Once the request is processed by the Ordering Team, we make a final adjustment on the last line item of the order to reflect any additional fees, such as taxes or shipping costs. This ensures that the total order amount accurately represents all associated costs.

Who can I contact for Ordering issues?

There are several ways to reach us for help with ordering issues:

For general assistance, you can contact our ordering email at ordering@heartlandcharterschool.com.

If you have an issue with a specific order, you can go to that order in Procurify and contact the person who made the purchase.

For specific concerns, please reach out to Melissa Bryson at melissa.bryson@heartlandcharterschool.com.

Why do some orders require more attention and time than others?

Some orders require more attention and time due to various factors, including:

Incomplete Information: If an order is submitted incorrectly, the processor must take additional time to research and gather the missing information.

Details Required: Orders may need specific details, such as a clear item title or a link in the comment section (when applicable).

Specifications: Items may need further specification, such as format (digital or printed), color, and other relevant details.

To speed up processing, please ensure your order is submitted correctly with all the required information. This helps us serve you more efficiently!

How long will it take for my order to be processed?

In general, we strive to maintain a two-week turnaround time. This means it can take up to two weeks to process your order from the date it was requested.

Please note that there are certain times of the year when our turnaround times may increase due to a higher volume of orders from our school population. Additionally, once an order is processed, there may still be processing times involved with specific vendors.

Can an order be canceled/rejected if it requires further attention?

Yes, not responding to an Ordering Specialist's comment requesting additional information to process can cause your order to be canceled/rejected. The Specialist will send 2 to 3 comment reminders in Procurify, followed by a 48-hour response email before canceling the order if no action from the family is taken.

Are some items processed faster than others?

In general, requests are processed in the order they are submitted, but they may also be prioritized based on their Item Category. This means that items may have different processing times depending on their classification (e.g., Monthly Services, Materials & Resources, Technology, or Heartland Specific Requests).

The order says "received," but I have not received anything. What does that mean?

In Procurify, specific terminology is used to indicate the status of your order. Here’s a breakdown of the relevant terms:

Pending Approval: Your request has been submitted and is awaiting approval from your HST or other Heartland staff.

Approved: The order has been approved and is in the queue for further review and processing.

Purchased: Your request has been purchased and processed by Heartland staff.

Denied: The order was deemed unfit for approval and has been denied (usually by HST )

Rejected: The order could not be fulfilled at the processing stage and has been removed from the ordering system. The funds have been released back to your account, and the reasons for rejection have been shared with you.

Received: This status is for Heartland staff only and pertains to invoicing. If an item shows as "received," it means our Accounts Payable team has received an invoice for that item. Note that not all items are invoiced.

If your order is marked as "received," it does not mean the item has been delivered to you yet. Please wait at least two weeks from the purchase date to contact us about missing items

I am being asked for a waiver, where do I find that to fill out?

Required waivers for platforms can be found on the specific vendor ordering page in this handbook, or you can look here!

What percentage of the full order amount should I allocate towards tax and shipping fees per order?

It's recommended to allocate 10% for shipping and 10% for tax fees per order to avoid going over budget. (20% per order)

How can I tag or leave a comment for a person on an order in Procurify?

You can tag a person on an order by using the comment feature and typing the "@" symbol followed by the user's name.

How can I contact a specific Department at Heartland Charter School?

You can locate the department contacts here.

Where can I find the Tech Catalog?

You can find the Tech catalog here.

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