Official State Purchase Order PRO E Proe1
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State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER AUTHORITY: SCOPE: CONTENT: > Page 1 of 14 Wis. Stats. 16.72(4) 16.76(1) I. to provide authority, policy and procedures for using a purchase order A purchase order is required for all purchases except as noted in II. of PRO-E-4, Direct Charges, Invoices and Vouchers. Purchase orders are issued by agencies with delegated authority to place orders, change previous orders, or to cancel previous orders. The State of Wisconsin Purchase Order, form DOA-3272 (WiSMART), is available from the Printing and Publications Section/Forms Unit. See attached pages 1A through 7A for samples of completed purchase orders. There are additional requirements for purchase orders for printing which are explained in PRO-J-2, Printing Purchase Orders. II. The purchase order is a contract. A separate contract may be attached to the purchase order which provides further detail and additional terms and conditions. III. All purchasing agents with delegated authority to issue purchase orders are required to use purchase order form DOA-3272 established by the State Bureau of Procurement. IV. V. > VI. > Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Agencies may use their own purchase order form by making changes to form DOA-3272 only with the written approval from the Bureau. The plies of the purchase order set are numbered and color-coded for distribution to the vendor and interagency offices. A new purchasing system is being developed; therefore, it is temporarily unnecessary to send purchase order information for fiscal year 0 to the Bureau. Reporting requirements will be reinstated when the system is complete. If the agency issues multiple purchase orders against a statewide contract with more than one vendor, a unique purchase order number will be used for each vendor/purchase order. Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER VII. Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 2 of 14 The following information is required to complete a purchase order: A. Order type 1. An order type number should be typed on each purchase order. 2. The order types are: a. 1 Regular (see pages 1A and 2A). An original order (not change, cancel, interagency, blanket— noncontract, or blanket—contract, pass-thru grant, master lease, or project). b. 2 Change previous (see page 3A (non-WiSMART); 4A (WiSMART)). Use the purchase order number identical to the one on the original order. Show only the amount of the increase or decrease (for each commodity code) in the total column of the purchase order. Show net total of increase and decrease amounts only. Do not show the new total of the purchase order in the total column. Type (-) for decrease or (+) for increase before the amount of each code and before the total amount in the total column. Type (-) for decrease or (+) for increase before the quantity in the quantity column. Do not use order type 2 to decrease the entire amount of the purchase order. Use order type 3. Do not use order type 2 to change a vendor. Use order type 3 and issue a new purchase order with a new purchase order number. c. 3 Cancel previous. Use only if the entire purchase order is cancelled. Use the purchase order number identical to the one on the original order. Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER B. Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 3 of 14 d. 4 Interagency. Copies of orders for interagency purchases are not forwarded to the State Bureau of Procurement. e. 5 Blanket—noncontract. Do not cite a State Procurement statewide contract or agency bid number. Estimate the dollar amount for each commodity code. See PRO-E-9, Noncontract Blanket Orders. f. 8 Blanket—contract. Require a State Procurement statewide contract or agency bid number. Show the estimated dollar amount for each commodity code. See PRO-E-16, Contract Blanket Orders. g. G Grant (Pass-thru). Copies of orders for passthru grants are not forwarded to the State Bureau of Procurement. Use only for pass-through grant money where the agency does not spend the money but merely passes it on to a municipality or other such entity. See PRO-C-32, Grants and Other Non-procurement Transactions. h. L Master Lease Program. Copies of orders for master lease purchases are not forwarded to the State Bureau of Procurement. i. P Project (Construction). Copies of orders for construction projects are not forwarded to the State Bureau of Procurement. See PRO-D-17, Limited Trade Contracts, and PRO-D-21, Construction Projects. Purchase order number Purchase orders are numbered and assigned prefixes. The prefixes are coded according to agency and fiscal year. The sequence and number of characters (maximum of nine characters) following the prefix are determined by the administrative needs of the office issuing the order. Any continuation sheets will contain the same purchase order number as shown on the original purchase order. Purchase order numbers that have been cancelled cannot be reused. WiSMART users should use the automatic document numbering prefixes with the # sign when creating PD Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Page 4 of 14 documents. (Printing: See PRO-J-2, Printing Purchase Orders, for additional instructions.) 1. An assigned two-character alpha code is used as the prefix to each purchase order number (see pages 10-14 of this section). 2. The fiscal year code follows the prefix. codes are: FY FY FY FY FY C. 1 2 3 4 5 = = = = = A B C D E FY FY FY FY FY 6 7 8 9 0 = = = = = Fiscal year F G H I J 3. A unique purchase order number/alpha follows the fiscal year code (maximum of nine characters). 4. An example of a purchase order number is ADJ231 (prefix AD, plus fiscal year J, plus number 231). Date A date must appear on every purchase order in mm/dd/yy format (e.g., 07/15/99, not July 15, 1999). D. Accounting data Complete according to individual agency's accounting codes. E. Federal Employer Identification Number/Social Security Number 1. Include the vendor Tax Identification Number which is either the Federal Employer Identification Number (FEIN) or, if there is no FEIN, the vendor Social Security Number (SSN). A suffix (up to three characters) may be included at the option of the agency. Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER F. Agencies Affected ALL Page 5 of 14 2. When a State Procurement statewide contract is used for a purchase, the vendor FEIN or SSN can be obtained from the contract. 3. When an agency issues a miscellaneous/open vendor purchase order for which the vendor(s) is not determined at the time of issue, the vendor number will be M10000000. 4. For purchases from foreign vendors which do not have a FEIN/SSN, agencies may use F10000000 as a dummy FEIN/SSN; WiSMART users will use D plus their agency number (an example is D505). 5. As a standard procedure for all solicitations, an agency will request the FEIN/SSN from the vendor. When an agency is unable to obtain the FEIN/SSN after making a good faith effort, the agency may use N10000000 as a dummy FEIN/SSN; WiSMART users will use D plus their agency number (an example is D505). 6. Copies of orders for interagency purchases are not forwarded to the State Bureau of Procurement. For interagency purchase orders that cannot be deleted from electronic transmissions to the Bureau, agencies will use the assigned two-character code (see pages 10-14 of this section) preceded by 7 zeros, e.g., 0000000AD, as the FEIN/SSN vendor number for the vendor agency on the purchase order. (This procedure will allow the order to be edited from non-interagency purchase order reporting.) Vendor name and address including city, state and zip code 1. When a vendor name appears on a State Procurement statewide contract and that contract is used for a purchase, the vendor name will appear the same on the purchase order as on the contract. 2. Use U.S. Postal Service guidelines for addressing. 3. Show vendor country if not U.S.A. Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER G. Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 6 of 14 Ship to Include the name of the person responsible for receiving the material, room number, name of building, street address, city, and zip code number. It is recommended that the purchase order number also appear as part of the shipping address. H. Terms The state standard payment time period is 30 days. However, if a cash discount is involved, 15 days will be considered. See PRO-E-6, Prompt Payment Policy. I. Reference The reference area may include important information relating to the authority to make a purchase such as: a State Procurement Manual section number, e.g., PRO-E-4; governor/secretary waiver number; State Procurement bid number; agency contract number; name of vendor contact; etc. Using the reference area does not obviate the need to use the statewide contract number and bid number areas when appropriate. J. Bid number The bid number will be used only when the purchase is based on an agency (not State Bureau of Procurement) bid; otherwise, the space will be blank. Do not use a bid number on blanket— noncontract type 5 orders. K. Statewide contract number When a purchase is made using a State Procurement statewide contract, use the appropriate ten-digit contract number shown on that contract. There will be only one contract referred to on a purchase order. If ordering a service or commodity not available on a State Procurement statewide contract, leave the contract number space blank on the purchase order. Do not use Procurement Information Memorandum numbers, State Procurement Manual section numbers, or any agency reference numbers in the Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 7 of 14 contract number field. These references should be noted in the area labeled reference. L. Quantity Quantity should be shown for each commodity code on the purchase order. This requirement does not apply to order types 5 and 8. M. Item description Include the manufacturer, model number, physical description, size, color, and other data needed to accurately define the item. Description of services should indicate what is to be done, where, by whom, and for how long. (Printing: See PRO-J2, Printing Purchase Orders, regarding use of supplements for descriptions.) N. Commodity code 1. All purchase orders will include the appropriate commodity code(s). When a purchase is made using a State Procurement statewide contract, use the appropriate tendigit commodity code(s) shown on that contract (see pages 1A and 2A). (Ten-digit commodity code(s) may not be used on blanket-noncontract type 5 orders, see page 6A.) For other purchases use the five-digit commodity code(s) found in the Commodity Code Manual (see page 3A). A purchase order may include both contract and non-contract purchases (see page 7A). 2. If all items on a purchase order have the same commodity code, that code should only appear once on the purchase order and on the same line as the net total amount (see page 1A). 3. When the commodity code is the same for a group of items on a purchase order, show the commodity code only once for the group of items along with the corresponding subtotal net amount for the group of items (see page 5A). Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER O. Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 8 of 14 4. When using an attachment to the purchase order form to show commodity descriptions and prices, indicate the associated commodity code and quantity on the same line as the amount in separate columns. Do not put the commodity code in the description. It is not necessary to send attachments (contracts, specifications, etc.) to the State Bureau of Procurement if all commodity codes, quantities, and totals are shown on the purchase order form. (Printing: See PRO-J-2, Printing Purchase Orders, regarding attachments [supplements].) 5. The cost of shipping or delivery services normally should be included in the cost of the purchase and should be coded with the commodity code of that item. Where the items being purchased prohibit a breakdown of shipping or delivery services by individual item, the shipping or delivery service will be coded 99-175, Transportation of Materials, Freight Charges, Freight Services, Hauling Services, and Shipping Services. 6. When it is necessary for agencies to encumber funds for state furnished paper on the purchase order, the paper subtotal will be coded 75-999, State-Provided Paper on Printing Contracts. Unit price and total 1. Include unit price extensions and total net price (see page 2A). 2. Net amounts are shown for each commodity code (see page 2A). 3. Discounts on items will be calculated and only the net amount shown in the total column for each commodity code (see page 2A). 4. When actual prices are not known, use estimated prices. Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 9 of 14 VIII. The use of a purchase order is optional for purchases of $1,500 or less ($5,000 or less for an agency that has implemented the purchasing card). (Printing exception: All printing, regardless of dollar amount, requires the use of a purchase order.) IX. Refer to http://www.doa.state.wi.us/section_detail.asp?linkcatid=140&linkid=69& locid=3 for detailed WiSMART information, including State Accounting Policies and Procedures and WiSMART Accounting System. > X. Agencies may direct questions regarding purchase order preparation to the State Bureau of Procurement at 608/266-2605. Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Page 10 of 14 Prefix (For Purchase Order Number) AD AE OE BA AG AB AC Administration, Dept. of Administration, Dept. of—Fuel Contract Management Employment Relations, Office of Aging and Long Term Care, Board on Agriculture, Trade and Consumer Protection (Including: Grain and Whse. Comm.) Arts Board Assembly, Chief Clerk CF CT Children and Families, Dept. of Children Abuse and Neglect Prevention Board CC DD Circuit Courts Commerce, Dept. of Corrections, Dept. of; Administrative Divisions KA KC KH KJ KM KP KR KS Adult Institutions, Div. of Community Corrections, Div. of Correctional Health, Bureau of Juvenile Corrections, Div. of Management Services, Div. of Parole Commission Planning and Movement, Div. of Secretary, Office of Corrections, Dept. of; Institutions WB WC WZ WD JE WF WG WJ WM JL KE Badger State Industries Columbia Correctional Corrections Farms Dodge Correctional Ethan Allen School, Wales Fox Lake Correctional Green Bay Correctional Jackson Correctional Kettle Moraine Correctional Lincoln Hills School, Irma Milwaukee Community Correctional Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Page 11 of 14 Prefix (For Purchase Order Number) Corrections, Dept. of; Institutions (cont.) > WK WE JP WR WP WA JK WX WT WH WL WS JY CA SC EC EB ET ER EH FN EO GA Oakhill Correctional Oshkosh Correctional Prairie du Chien School Racine Correctional Racine Youthful Offender Redgranite Correctional Institution Southern Oaks Girls School Supermax Correctional Institution Taycheedah Correctional Waupun Central Warehouse Waupun Correctional Wis. Correctional Center System Youth Leadership Training Center Court of Appeals Court System, Wisconsin Educational Communications Board Elections Board Employe Trust Funds, Dept. of Employment Relations Commission Ethics Board Financial Institutions Governor, Office of Government Accountability Board Health Services, Dept. of; Administrative Divisions FM FD FH FK FJ FB FF FA FC All Org Children and Family Services Enterprise Services Health Care Financing Long Term Care Mental Health and Substance Abuse Services Policy Initiatives and Budget Public Health Quality Assurance Authorized: Jan Hamik Director State Bureau of Procurement State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 Page 12 of 14 Prefix (For Purchase Order Number) Health Services, Dept. of; Institutions GT GM GN GR GS GW Central Wis. Center for the Developmentally Disabled Mendota Mental Health, Madison Northern Wis. Center for the Dev. Disabled, Chippewa Falls Sand Ridge Treatment Facility Southern Wis. Center for the Developmentally Disabled, Union Grove Winnebago Mental Health, Winnebago HE HS IN IV JS JU CJ JD LB LC LF LR LT LG LW MA Higher Educational Aids Board Historical Society, State Insurance, Office of Commissioner Investment Board Joint Survey Committee on Retirement Judicial Commission Justice Assistance Justice, Dept. of Legislative Audit Bureau Legislative Council Legislative Fiscal Bureau Legislative Reference Bureau Legislative Technology Services Bureau Lieutenant Governor Lower Wisconsin State Riverway Board Military Affairs, Dept. of, Installation Officer NR NM NL ND NH NK NS NB NC NG Natural Resources, Dept. of Madison Neil H Lemay Forestry Center Northeast Region Northern Region/Rhinelander Northern Region/Spooner Research Center South Central Region Southeast Region West Central Region PF Public Defender Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Page 13 of 14 Prefix (For Purchase Order Number) Public Instruction PA PP PL PD PV LP PS RL RD RS DS SS SN SF SP TM TR ST Administration Administration, Printing Reference/Loan Library School for Deaf, Delavan School for Visually Handicapped, Janesville Public Lands, Board of Commissioners Public Service Commission Regulation and Licensing, Dept. of Revenue, Dept. of Revisor of Statutes Bureau Safety and Professional Services, Dept. of Secretary of State, Office of Senate, Chief Clerk State Fair Park Board State Purchasing Tourism, Dept. of Transportation, Dept. of Treasurer, Office of State University of Wisconsin System UR RK RT RF RR RN RY RB RP RU RM RW RZ RX UW College UW-Baraboo/Sauk County UW-Barron County UW-Fond du Lac UW-Fox Valley UW-Manitowoc UW-Marathon County UW-Marinette UW-Marshfield/Wood County UW-Richland UW-Rock County UW-Sheboygan UW-Washington County UW-Waukesha Authorized: Jan Hamik Director State Bureau of Procurement Number PRO-E-1 Effective 1-1-00 Replaces 2-1-98 State Procurement Manual DOA-3449 N(R06/94) Formerly AD-P-12 Section CONTRACTING, ORDERING, RECEIVING AND PAYMENT Title PURCHASE ORDER Agencies Affected ALL Page 14 of 14 Prefix (For Purchase Order Number) University of Wisconsin System (cont.) UW UC UT UD UE UA UB UF UG UH UJ UK UL UM UN System Administration Eau Claire Extension Green Bay LaCrosse Madison Milwaukee Oshkosh Parkside (Kenosha) Platteville River Falls Stevens Point Stout (Menomonie) Superior Whitewater Veterans Affairs VA VH Administration Wisconsin Veterans Home, King VO Vocational, Technical and Adult Education, Board of IL Workforce Development Authorized: Jan Hamik Director State Bureau of Procurement
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