Chapter 2 – Fiscal Management

22030.6.1.1 Data Requirements

• The data requirements for purchases from contract vendors are as follows:

  • Area of “Contract/Delegation Purchase Order”

    • Agency billing code – enter the correct agency billing code.

    • Contract/delegation number – enter the state contract number from the cover page of the state contract notification. Do not use the dashes when listing the number.

    • Ship to – enter address to which merchandise shall be delivered.

    • Bill to – enter name and address of the unit to receive the invoice or statement.

    • Date – enter the date the order is prepared. The month, day, and year shall be indicated with two digits (e.g., July 17, 1989 as 07 17 89).

    • Agency order number – enter the appropriate agency order number, an internal control number, from left to right.

    • Firm address – enter the name, address and phone number of the contact person of the vendor.

    • Vendor number – enter the appropriate number. When a vendor number is not shown on the state contract notification, leave blank.

    • Small business (S/B) code – enter the appropriate information when a vendor number is not available.

    • S = small business.

    • Blank = not small business or unknown shall be counted as a large business.

    • Ethnic code (ETH) – furnish the appropriate information when a vendor number is not available. Enter only one of the following numbers and letters:

      	Male	Female
      Black	1	A
      Asian	2	B
      Other	3	C
      Spanish-Speaking./Surnamed	4	D
      White	5	E
      Polynesian	6	F
      American Indian or Alaskan Native	7	G
      Filipino	8	H
      Unknown	Blank	Blank

    • Date wanted – enter the delivery date material is expected (e.g., 30 days ARO shall be converted to an exact delivery date). ASAP shall not be used in any case.

    • Ship by – used to indicate special handling or a specific method of transportation.

    • Terms – enter the terms listed in the state contract notification.

    • Quantity – enter the appropriate quantity needed.

    • Unit – enter the two digit unit of measure (e.g., EA, DZ, G, etc.).

    • Stock item number – enter the stock item number exactly as shown in the state contract.

    • Description – enter the description that is listed in the state contract notification. When the description of the item exceeds one line, the description shall be extended to the next line in the stock item column.

    • Unit price – enter the unit price that corresponds to the order unit.

    • Extension – enter the extended price which is quantity times the unit price.

    • FOB – enter the shipping point noted on the state contract notification.

    • Sales tax – enter the sales tax required for the purchase of materials.

    • Total – enter the total cost of the order. Include the subtotals from all continuation pages (STDStandard Form (DGS) Form 65A) when they are included in one agency order number.

    • Charge against – enter the program number, index code, fund title, item number, chapter number, statute, fiscal year, and object code.

    • Certification – signature of the person authorized to sign the purchase document.

    • Self-invoicing – the contract/delegation purchase order may be used as a self-invoicing form. Vendors may return “copy 1”, with the “self-invoicing” box completed, rather than send a separate invoice.

    • Completion of all other data requirements on the contract/delegation purchase order form is self-explanatory.

    • Completion of all other data requirements on the contract/delegation purchase order form is self-explanatory.