Chapter 2 – Fiscal Management

22030.6.2.1 Data Requirements

• The data requirements for purchases from SPSState Price Schedule vendors are as follows:

  • Area of “Contract/Delegation Purchase Order”

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

    • Contract/delegation number – enter the appropriate state price schedule number, from left to right, and omit all dashes.

    • 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 vendor contact person.

    • Vendor number – not required.

    • 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 price schedule notification.

    • Quantity – enter the appropriate quantity needed.

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

    • Stock item number – not required except for purchases from CALPIACalifornia Prison Industry Authority (formerly PIA). A 12- digit PIN stock item number is required for all CALPIACalifornia Prison Industry Authority (formerly PIA) items.

    • Description – enter the proper description shown in the state price schedule notification.

    • 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 price schedule 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 POPurchase Order may be used as a self-invoicing form. Vendors may return “copy 1” as the invoice after completing the “self-invoicing” requirements.