Procurement Office
|
Procurement Office |
|
|
Central Stores/Postal Services
|
INSTRUCTIONS FOR COMPLETING REQUISITION FORM P2 Please Type All Information VENDOR NAME – Provide the complete name and address of the recommended source, including zip code, telephone & fax number whenever possible. DEPARTMENT, FUND & PROGRAM NUMBERS & DEPARTMENTAL INFORMATION – Provide all requested information for each blank. Note – a copy of the requisition, with the purchase order number & date the p.o. was faxed to the vendor, will be returned to the person authorizing same. SHIPPING – Indicate if the shipping charges are included in the price on the requisition, or, if they are not known and are to be added to the invoice. PAYMENT TERMS – Payment terms are generally NET 30 or CWO (check with order). All check with order (prepaid) requests should include a copy of correspondence or other documentation indicating vendor requires prepayment with the order. DATE REQUIRED – Do not use RUSH or A.S.A.P. for the date required. Be specific and use a reasonable calendar date allowing extra time if items are to be bid. PRICE SOURCE AND DATE – Always identify the source of the price; i.e., catalog, brochure, website or the name of the salesperson. Always include the date of the catalog or brochure, or the date you spoke with the vendor. INQUIRY NO. – For Purchasing Department use only. STATE CONTRACT NO. – If the material to be ordered is covered by a State Purchasing Contract, UW System contract or UW Madison contract, please enter the contract number. Please see “State Contracts” on this website or call our office at ext. 3232 for assistance. ITEMS PER ATTACHED LIST – Long lists of items should be entered on a separate sheet (Form P3 – Itemized List – see below for link) and attached to the Purchase Requisition (Form P2). ITEM DESCRIPTION – Provide all information: item number, quantity and unit, complete item description, commodity, brand name, model name and numbers, sizes, colors, etc. Please be sure that the unit price times the quantity equals the extended total for each item. COMMODITY CODE – For Purchasing Department use only. TOTAL – The total price of all items should be entered in this block. If firm pricing has not been obtained, an approximate total must be provided. ALTERNATE VENDOR ABSTRACT – If you have contacted more than one vendor, or looked at more than one catalog, please enter alternate vendor’s names and phone numbers, price source and date and prices for items. This will speed up the processing of your requisition.
|
   |