Ordering (OPS)

The Heartwood Charter School purchase portal allows parents to place orders for any student in their family enrolled with us.  Here are some tips and tricks to this ordering system:

• • If you need to complete a sibling funds transfer, this is done in OPS.  No more than 40% of a sibling's funds can be transferred to another sibling.

  • You are able to place a single order for multiple students and multiple vendors at the same time.  However, all VCI/service vendors orders must be submitted as individual months or separate classes.

    • • All orders for Outschool must be submitted as separate orders due to the vendor's invoicing process.

      • See Outschool OPS instructions

  • Once an order has been submitted, only quantity and price can be revised. If other changes need to be made, the individual item can be placed again in a new order or the entire order can be canceled out and placed again.

  • If your CST has already approved the order, only a Vendor Department admin can make changes to the order.  Please notify your CST as soon as possible if this is the case so that we can cancel the order or item in question before submitting it to the vendor.

  • When placing a VCI/service order long term services with drop off vendors like Weaving Earth or Vilda, please evenly divide the funds available to your child per semester into separate months of orders

    • • Ex. $1,000 of funds available for semester 1 (September through January), you will place an order for that vendor for 5 individual months at $200 each. Make sure to put in each description the correct term

      • See Drop-off vendor guidelines

  • Funds can not be used towards parent/chaperone or sibling admission.  Funds can only be used for student admission.

    • • Funds are not permitted towards entrance tickets for theme parks.

  • If you have discount codes or special offers, you can upload these as documentation into the ordering system or include them in the item description.  We will do our best to honor these.

  • Sales tax and shipping are automatically added to all product orders.

  • We strongly recommend placing service orders for classes at least 2 weeks before the class begins. 

    • VCI orders must be submitted by the 10th of the month that services will take place

    • See Ordering Guidelines and Instructions for more information

• You will need to complete all orders; we do not accept wishlist links.

• Tax and shipping are automatically included in all Amazon orders. This will be invoice matched once items are shipped.

• We do allow orders with 3rd party vendors however, please understand that these orders usually have longer shipping times.

• Total Funds: total funding available to you with the funds on hold is included in the total.  

  • • • • This will fluctuate when orders are invoice matched as well as when funding drops are added to your student's balance.

• Available Funds: Total funds minus funds on hold

• Funds on hold: this is the funding amount for any placed orders that are in the approval and processing stages.

We will do our best to invoice match as soon as we can.  You will find invoices in the order documentation once we receive them from the vendors. Once invoice matching occurs, the funding amounts will change.

If you place an order for an EMR/product or VCI/service and the vendor reports a slight price difference, our team will continue to process the order.  However, if the vendor alerts us to a large price difference we will notify your CST of this issue.  It is very common for Amazon items to fluctuate in price several times a day.