Chapter 2 – Fiscal Management

22030.6.4.6 Data Requirements

• The data requirements for orders under the Delegated Purchase Program are as follows:

  • Area of “Contract/Delegation Purchase Order”

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

    • Contract/delegation number – enter the delegation number assigned by the Office of Procurement from left to right.

    • 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, 1990 as 07 17 90).

    • 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 – enter the appropriate number. When a vendor is not known or available, leave blank and continue with the small business and ethnic codes.

    • 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 materials are 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 discount the vendor shall give to ensure timely invoice payment.

    • Quantity – enter the appropriate quantity needed.

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

    • Stock item number – enter the four digit group/class number. A complete 12-digit PIN stock item number may be used but is not required.

    • Description – enter the appropriate description for the item being ordered that is found in the PIN Stock Item Catalog. The “key noun” shall be the first descriptor used, followed by more detailed description.

    • 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 – to be determined at the time quotes are obtained. Request “FOB destination” whenever possible.

    • 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.