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1)
Need to order an item for your department?
a.
Check with the warehouse to see if the items you need are in stock or
on order. Do this by
i.
referring to the inventory control system catalog; completing the
CSH-315 General Warehouse Issue-Return Document (including the budget
number) and going to the warehouse to pick up your order.
ii.
checking the warehouse list online or
iii.
call
Shirley Simmons, Warehouse Manager at 6245 to see if the warehouse stocks
the item needed.
b. Check the list of state contracts available at
www.statepurchasing.doas.georgia.gov to see if the items you need are
available under contract. You will need the contract number, and the NIGP
number available at the
state procurement website. (Tip: NIGP’s ending with 00 will be rejected. All NIGP’s that
are to be used end with a number other than 0.)
c. Check mandatory sources to see if the items you need are available from
the list of mandatory services. You will need the Vendor ID number.
DOAS has a
Vendor Registration System website that can be searched for vendors in
your area. The listings include NIGP's Product Class Code and Item
Codes.
d. When none of the sources above have the items you need, then outside
sources must be found.
2)
When receiving quotes, please make sure to obtain all quotes in writing.
3)
The
requisition is an Excel document and
available to save to your files.
a.
When completing the top section of the requisition remember:
i.
PO#:
Is completed by Finance
b.
When completing the middle section of the requisition remember:
i.
Account No: Ask each vendor for Central State Hospital’s account
number. Most vendors keep the account numbers organized by zip code, so
it’s easy to just tell them 31062 for them to look it up.
ii.
Statewide Contract#: From the statewide contract list
iii.
Tax ID#: From the W-9
iv.
Vendor#: See list
c.
When completing the lower section of the requisition remember:
i.
Budget Code: Begins with 42710. . . . . . ask for your
budget code information
ii.
Account: is a 6 digit number that doesn’t end with
three 000’s, i.e., 614003
iii.
Fund: is a 5 digit code
iv.
Fund Source: is a 2 digit code, i.e., 01
v.
Subprogram: is a 7 digit code
vi.
Class: is a 3 digit code
vii.
FY: is the fiscal year (doesn’t matter whether you write 08 or
2008)
viii.
Project: a 2 digit code
4)
Have the vendor complete a W-9 if there isn’t
one on file and fax to 5217 |
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Sample Requisitions: Soon: [Statewide Contract
Sample, Warehouse Sample, Mandatory Sources Sample]
Policies pertaining to requisitions:
3.07,
3.07A,
3.11 and
3.11A
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