1. GSA Procurement Services
“RAP Purchase Order”
Copyright, 1996 © Dale Carnegie & Associates, Inc.

2. RAP Purchase Orders
Participating Agency/Department users will receive VCFMS authorization to create purchase order (PC) documents for small purchases up to $10,000.
Users must attend RAP Training or preview this presentation to get VCFMS PC approval authorization.
Review RAP Procedure manual.

3. Helpful Hints Follow a fixed format when creating your orders
Remember the 4 W’s. Who, What, When, and Where
When obtaining price quotes it is a good practice to document this in the Purchase Order as below:
Examples: Per West Coast Manufacturing quotation # of 2/10/2002.
A Purchase Order is a LEGAL contract and, after acceptance and delivery of the merchandise, the County must pay in accordance with the Terms & Conditions of the purchase order. If the merchandise is not what is described in the Purchase Order then the product should be returned to the vendor. Pricing on the order should match the invoice.

4. Registration
Use this format for registrations and travel and most purchases.
Registration format should read:
Single Registrant
Line 001: Registration for hank Junior to attend the “Word 2000 for the Advanced”
on Additional Text: February 25,2002 at Disney World, Florida
Multiple Registrants
Line 001: Registration for the following to attend the “Word 2000 for the not so Advanced”
on Additional Text: February 25, 2002 at Disney World, Florida. Attendees: Jane Smith, Hank Junior, Bob Williams, Henry Carver, Etc.

5. Commodity Purchases
Need manufacturing name, part number, description, size, and color
Line 001: Coleman #29AX2, 3-in-1 Lantern, (radio, fan, light/lantern)
on Additional Text: With built-in rechargeable battery, includes AC adapter/charger OR
Line 001: Bissell #2B66T, Upright steam vacuum, 12 amps
on Additional Text: Color: Green, Includes: upholstery nozzle, two rotating brushes, bare floor cleaning tool, utility tool. Per phone quote with John Doe on 2/15/2002.

6. To Access the Purchase Order (PC)1 3 4 2
Open the GO TO window.
1. Click on the “Go To” button (green arrow)
2. Set “View By” to code.
3. Enter “PC”, hit the Enter Key or click on the Go To (airplane) on the right margin of the Go To Window screen.
4. Under set up, you can set the default to “Code” for the “View by Box”.

7. The Batch/Document Entry Screen1 3 4 2 5
Document type defaults to “Central Purchase Order”
1. Enter your Agency Code in the field next to Document ID.
2. Enter your Level 3, 4-digit Organization number + “D”.
3. Click on Automatic Document Numbering so that an “X” appears in the box.
4. New is the default.
5. Click on the OK button.

8. Other Attributes 1. Date of Record: Leave Blank4 7 8 15 5 6 9 14 18
1. Date of Record: Leave Blank
2. Acctg Period Leave Blank
3. Budget Fiscal Year Leave Blank
4. Vendor Enter the vendor number and address indicator
5. Delivery Date Enter
6. Ship To/Bill To Enter the codes. Use the Find code button “?”

9. Other Attributes (cont.)4 7 8 15 5 6 9 14 18
7. Responsible Agency/Org Enter the agency and org codes in the upper left corner
8. Resp Person Enter the name of the person responsible for this order
9. Comment Use for note
10. Blanket Num Leave Blank
11. Bid ID Leave Blank
12. BS Acct Leave Blank

10. Other Attributes (cont.)4 7 8 15 5 6 9 14 18
13. Warehouse Leave Blank
14. Buyer Enter “Z5”
15. Vendor Terms Enter “1” for Net 30 days (County standard payment term)
16. Order Type Leave Blank
17. Discount Code Leave Blank
18. Tax Code Defaults to current tax rate. Enter “000” for no tax.

11. Other Attributes (cont.)4 7 8 15 5 6 9 14 18
19. Commodity/Acctg Linking Defaults to “Yes”
20. Change Order Tracking Leave Blank
21. Goods Already Received Leave Blank (Do not Change! Should always be “NO”)
22. Confirmation Order Use only when goods/services have been received

12. Acctg Details 1. Click on Acctg Details button at bottom of screen2 3 4 5 8 11
1. Click on Acctg Details button at bottom of screen
2. LINE: Enter “01” or if multiple accounting strips are used enter a new accounting strip and repeat the process
3. FUND: Enter the Fund No. (will default to correct fund after a “process edit”)
4. Agency: Enter the Agency Code
5. ORG/SUB: Enter the Org (skip Sub)
6. ACTIVITY: Enter Activity if applicable

13. Acctg Details (cont.) 7. FUNCTION: Enter Function if applicable2 3 4 5 8 11
7. FUNCTION: Enter Function if applicable
8. OBJ/SUB: Enter Object (skip Sub)
9. JOB NUMBER: Enter the Rept Category if applicable
10. REPT CATEGORY: Enter the Rept Category if applicable
11. AMOUNT: Leave blank (The information will default from the sum of “total cost” from Comm Details).
12. DEF/INC/DEC: Skip

14. COMM Details 33 36 38 41 44 49 48
33. Line Enter “001” for the first line item. Subsequent lines will be “002”, “003”, etc.
34. Ref Trans Num Leave Blank
35. Ref Line Leave Blank
36. Commodity Code Enter the appropriate commodity code. Use the Find code. (Complete code listing on County Intranet site’)
37. Item Code Leave Blank
38. Unit of Measure Enter the appropriate unit of measure (case, each, fee, ream). Use Find Code for additional units.

15. COMM Details (cont.) 33 36 38 41 44 49 48
39. Accounting Line Will default to “01”. If multiple Acct Strips, enter the appropriate number to be expensed against the commodity line.
40. Bid Line Number Leave Blank
41. Text Select custom if additional text is required to describe the commodity or service.
42. Revalue Previously Recv Leave Blank
43. Manuf Number Leave blank, information entered does not appear on purchase order.

16. COMM Details (cont.) 33 36 38 41 44 49 48
44. Description Enter a complete description of what you are purchasing.
45. Partial/Final Leave set at default.
46. Discount Code Optional. Use Find code.
47. Tax Code Defaults to current tax rate. Use Find Code for other rates.
48. Quantity Enter the Quantity required.
49. Unit Cost Enter the unit cost of the item.

17. COMM Details (cont.) 50. Discount Optional. Use Find code for rates.33 36 38 41 44 49 48
50. Discount Optional. Use Find code for rates.
51. Freight Leave Blank. Add an additional line for freight and use comm code “99999”.
52. Total Cost Populates after a Process edit.
53. Name Leave blank, information entered does not appear on purchase order.

18. Comm Details (cont.)
When you enter “Z5” to the buyer field it will print in the upper left corner of the purchase order and state “See Body of Purchase Order”. Always add a last line to your order to include this clause and edit by adding the name and phone number of the person who will answer questions regarding this order.
The commodity code to use will be “ST24A”, Unit of Measure will be each and the Quantity will be 1. Do a “Process Edit” and then edit the description field with the name and phone number of the responsible person.

19. Text Type in your additional text using as
many lines as required. Select “Edit” &
“Select all” and then “Modify” and
“ADD”.
Your message should read “All Lines Added”.