NPIS User Guide
Non-Public Information System (NPIS) User Guide
For School Users
June 2019
COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF EDUCATION 333 Market Street Harrisburg, PA 17126-0333 education.
Commonwealth of Pennsylvania
Tom Wolf, Governor
Department of Education Pedro A. Rivera, Secretary
Office of Elementary and Secondary Education Matt Stem, Deputy Secretary
School Services Office Monica Washington, Director
Bureau of Management Services Division of Procurement, Grants and Payables
Wendy K. Anthos, Chief
The Pennsylvania Department of Education (PDE) does not discriminate in its educational programs, activities, or employment practices, based on race, color, national origin, [sex] gender, sexual orientation, disability, age, religion, ancestry, union membership, gender identity or expression, AIDS or HIV status, or any other legally protected category. Announcement of this policy is in accordance with State Law including the Pennsylvania Human Relations Act and with Federal law, including Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans with Disabilities Act of 1990.
The following persons have been designated to handle inquiries regarding the Pennsylvania Department of Education's nondiscrimination policies:
For Inquiries Concerning Nondiscrimination in Employment: Pennsylvania Department of Education Equal Employment Opportunity Representative Voice Telephone: (717) 783-5446
For Inquiries Concerning Nondiscrimination in All Other Pennsylvania Department of Education Programs and Activities: Pennsylvania Department of Education School Services Director 333 Market Street, 7th Floor, Harrisburg, PA 17126-0333 Voice Telephone: (717) 783-3750, Fax: (717) 783-6802
If you have any questions about this publication or for additional copies, contact: Pennsylvania Department of Education Bureau of Management Services 333 Market Street, 15th Floor, Harrisburg, PA 17126-0333 Voice: (717) 346-9725, Fax: (717) 772-2317 education.
All Media Requests/Inquiries: Contact the Office of Press & Communications at (717) 783-9802
Table of Contents
Introduction ................................................................................................................................ 1 About School Users ................................................................................................................... 1 Logging in to the System............................................................................................................ 2
Reset Password ..................................................................................................................... 3 The School User's Dashboard ................................................................................................... 5 Vendors Tab .............................................................................................................................12
Search for a Vendor ..............................................................................................................12 Items Tab..................................................................................................................................16
Search for an Item.................................................................................................................16 Request Item Pre-approval ...................................................................................................24 Purchase Order Tab .................................................................................................................27 Search for a Purchase Order.................................................................................................27 Create a Purchase Order ......................................................................................................32 Receive Order Tab....................................................................................................................44 Search for an Order Receipt .................................................................................................44 Create Order Receipt ............................................................................................................46 Logout Tab................................................................................................................................56 Common Problems ...................................................................................................................57 Help ..........................................................................................................................................62 New Vendor Registration...................................................................................63
Introduction
Welcome to the Non-Public Information System (NPIS), Pennsylvania Department of Education's (PDE) online system for ordering instructional materials. The new NPIS is a web-based application designed to make the purchasing of textbooks, eBooks, electronics, and instruction materials for nonpublic schools, vendor notification, and payment processing more efficient.
About School Users
NPIS is a secured internet system. When a new account is created for you, only information for your school is available. Every school has a User ID and Password. The User ID is always the AUN number for the school and cannot be changed. The password can be changed by the school administrator at any time. You can maintain your own personal information, personalize your settings, and manage your password.
1
Logging in to the System
After you receive your NPIS user ID and password, follow the instructions below to log in to the system. To start your NPIS session: After you have received your user ID and password, go to the NPIS website at to log in. 1. The NPIS Login screen appears.
AUN #
2. Complete the fields then click the Login button.
User ID
Text / Required
This will be the AUN# for the school.
Password
Text / Required
The first time you log in, you will be prompted to create a password. Type your password. Passwords must have a minimum eight characters, and: ? one or more uppercase characters ? one or more lowercase characters ? one or more numeric values ? one or more special characters Note that passwords are case-sensitive. The first time you log in, and at the beginning of each school year, will be prompted to change your password.
3. Click Login. The NPIS Dashboard will appear.
2
Reset Password We do not store NPIS passwords so we are not able to provide you with the password for your school. If you do not know the email address on file for your school, we are able to provide you with that information and change it for you, if necessary. If you forget your NPIS password, you can receive a new temporary password by email. 1. Type your user ID (AUN number). 2. Click Forgot Password. 3. When the popup appears, enter your user ID (AUN number) and email address tied to your school
in NPIS, then click Reset Password (If you are not sure what email address is on file for your school, email us at ra-act195-90@ to inquire).
4. Check your email for your new temporary password.
3
5. Log in using your temporary password. After you click Login, a pop-up box will appear for you to type in a new password and confirm the new password.
4
The School User's Dashboard
After you log in to NPIS, this Dashboard appears for an open school.
For new schools only, the first time you log in, the dashboard will display only your school address.
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