Official State Purchase Order PRO E Proe1

User Manual: PRO-E

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State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
1 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
AUTHORITY: Wis. Stats. 16.72(4)
16.76(1)
SCOPE: - to provide authority, policy and procedures for using a purchase order
CONTENT: I. 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. Agencies may use their own purchase order form by making changes to
form DOA-3272 only with the written approval from the Bureau.
V. 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.
>
VI. 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.
>
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
2 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
VII. 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.
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
3 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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 pass-
thru 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.
B. 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
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
4 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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. Fiscal year
codes are:
FY 1 = A FY 6 = F
FY 2 = B FY 7 = G
FY 3 = C FY 8 = H
FY 4 = D FY 9 = I
FY 5 = E FY 0 = 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).
C. 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.
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
5 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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.)
F. 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.
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
6 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
G. 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
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
7 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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-J-
2, 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 ten-
digit 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).
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
8 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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.
O. 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.
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
9 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
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.
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
10 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
Prefix (For Purchase Order Number)
AD Administration, Dept. of
AE Administration, Dept. of—Fuel Contract Management
OE Employment Relations, Office of
BA Aging and Long Term Care, Board on
AG Agriculture, Trade and Consumer Protection (Including:
Grain and Whse. Comm.)
AB Arts Board
AC Assembly, Chief Clerk
CF Children and Families, Dept. of
CT Children Abuse and Neglect Prevention Board
CC Circuit Courts
DD Commerce, Dept. of
Corrections, Dept. of; Administrative Divisions
KA Adult Institutions, Div. of
KC Community Corrections, Div. of
KH Correctional Health, Bureau of
KJ Juvenile Corrections, Div. of
KM Management Services, Div. of
KP Parole Commission
KR Planning and Movement, Div. of
KS Secretary, Office of
Corrections, Dept. of; Institutions
WB Badger State Industries
WC Columbia Correctional
WZ Corrections Farms
WD Dodge Correctional
JE Ethan Allen School, Wales
WF Fox Lake Correctional
WG Green Bay Correctional
WJ Jackson Correctional
WM Kettle Moraine Correctional
JL Lincoln Hills School, Irma
KE Milwaukee Community Correctional
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
11 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
Prefix (For Purchase Order Number)
Corrections, Dept. of; Institutions (cont.)
WK Oakhill Correctional
WE Oshkosh Correctional
JP Prairie du Chien School
WR Racine Correctional
WP Racine Youthful Offender
WA Redgranite Correctional Institution
JK Southern Oaks Girls School
WX Supermax Correctional Institution
WT Taycheedah Correctional
WH Waupun Central Warehouse
WL Waupun Correctional
WS Wis. Correctional Center System
> JY Youth Leadership Training Center
CA Court of Appeals
SC Court System, Wisconsin
EC Educational Communications Board
EB Elections Board
ET Employe Trust Funds, Dept. of
ER Employment Relations Commission
EH Ethics Board
FN Financial Institutions
EO Governor, Office of
GA Government Accountability Board
Health Services, Dept. of; Administrative Divisions
FM All Org
FD Children and Family Services
FH Enterprise Services
FK Health Care Financing
FJ Long Term Care
FB Mental Health and Substance Abuse Services
FF Policy Initiatives and Budget
FA Public Health
FC Quality Assurance
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
12 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
Prefix (For Purchase Order Number)
Health Services, Dept. of; Institutions
GT Central Wis. Center for the Developmentally Disabled
GM Mendota Mental Health, Madison
GN Northern Wis. Center for the Dev. Disabled, Chippewa Falls
GR Sand Ridge Treatment Facility
GS Southern Wis. Center for the Developmentally Disabled, Union Grove
GW Winnebago Mental Health, Winnebago
HE Higher Educational Aids Board
HS Historical Society, State
IN Insurance, Office of Commissioner
IV Investment Board
JS Joint Survey Committee on Retirement
JU Judicial Commission
CJ Justice Assistance
JD Justice, Dept. of
LB Legislative Audit Bureau
LC Legislative Council
LF Legislative Fiscal Bureau
LR Legislative Reference Bureau
LT Legislative Technology Services Bureau
LG Lieutenant Governor
LW Lower Wisconsin State Riverway Board
MA Military Affairs, Dept. of, Installation Officer
NR Natural Resources, Dept. of
NM Madison
NL Neil H Lemay Forestry Center
ND Northeast Region
NH Northern Region/Rhinelander
NK Northern Region/Spooner
NS Research Center
NB South Central Region
NC Southeast Region
NG West Central Region
PF Public Defender
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
13 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
Prefix (For Purchase Order Number)
Public Instruction
PA Administration
PP Administration, Printing
PL Reference/Loan Library
PD School for Deaf, Delavan
PV School for Visually Handicapped, Janesville
LP Public Lands, Board of Commissioners
PS Public Service Commission
RL Regulation and Licensing, Dept. of
RD Revenue, Dept. of
RS Revisor of Statutes Bureau
DS Safety and Professional Services, Dept. of
SS Secretary of State, Office of
SN Senate, Chief Clerk
SF State Fair Park Board
SP State Purchasing
TM Tourism, Dept. of
TR Transportation, Dept. of
ST Treasurer, Office of State
University of Wisconsin System
UR UW College
RK UW-Baraboo/Sauk County
RT UW-Barron County
RF UW-Fond du Lac
RR UW-Fox Valley
RN UW-Manitowoc
RY UW-Marathon County
RB UW-Marinette
RP UW-Marshfield/Wood County
RU UW-Richland
RM UW-Rock County
RW UW-Sheboygan
RZ UW-Washington County
RX UW-Waukesha
State Procurement Manual
Number
PRO-E-1
DOA-3449 N(R06/94) Formerly AD-P-12
Effective
1-1-00
Section
CONTRACTING, ORDERING, RECEIVING AND
PAYMENT
Agencies Affected
ALL
Replaces
2-1-98
Title
PURCHASE ORDER
Page
14 of 14
Authorized:
Jan Hamik Director
State Bureau of Procurement
Prefix (For Purchase Order Number)
University of Wisconsin System (cont.)
UW System Administration
UC Eau Claire
UT Extension
UD Green Bay
UE LaCrosse
UA Madison
UB Milwaukee
UF Oshkosh
UG Parkside (Kenosha)
UH Platteville
UJ River Falls
UK Stevens Point
UL Stout (Menomonie)
UM Superior
UN Whitewater
Veterans Affairs
VA Administration
VH Wisconsin Veterans Home, King
VO Vocational, Technical and Adult Education, Board of
IL Workforce Development

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