12.6.16 Ver 4 Order Info.pdf

Version 4 dated 12/6/2016

Information referenced on an Order for Copiers-MFD Device Equipment and Related Services

STAR ERP Users: See the green additional comments and screen shots.

The highlighted number below is used a reference to the number in red on the Order at the end of this document.

1. The Order is made out to Contractor or the Authorized Dealer, when applicable Review the Participating Addendum (PA) for Contract specifics.

STAR: If unsure which Supplier ID to use, use the contract number to find the contract in PeopleSoft, and use the supplier ID found there.

2. Important: Include the mandatory language “Order is subject to WSCA-NASPO Contract #3091”

STAR: Include this mandatory language in the header comments. Header comments pertain to the entire requisition. Enter header comments into the “Requisition Comments and Attachments” box. When the "Send to Supplier" box is checked, these comments will print at the top of every page of the PO under the supplier name and address. The screen shot shows language in the RED boxes is mandatory for every copier requisition. Click on the arrow next to the box to expand the comment section for easy viewing.

3. Reference the Participating State contract #505ENT-M15-MFDCOPIER-XX.

The last two numbers are specific to the Contract being used See VendorNet for the contract number list STAR: After creating your special request item in your requisition, click on the Line Details Icon (circled in red below) to add the contract information.

STAR: Use the Contract ID field if purchasing from a Contractor directly, or use the Reseller Contract ID Field if purchasing from a Reseller. If sending directly to the Contractor with Attn. to the Reseller, use the Contract ID field.

4. Tax Exemption documentation.

The Purchasing Entity provides to the Contractor the appropriate tax exemption information so sales tax will not be added later to the invoice. Contact your Accounts Payable Representative for a copy of the Wisconsin Sales and Use Tax Exemption Form specific to your agency. Send a copy of this form to the supplier with your PO. Check with the Contractor to determine if this is required for each PO sent to the Contractor.

5. Contact Name, Address, Phone Number

STAR: If the contact person listed for the machine being ordered is also the same person as the Buyer listed on the PO, you do not need to duplicate that contact information. If the contact person for the machine is not the Buyer, use the Header comments to list contact information for the person who will manage the machine and can best answer questions about the order.

6. Itemized list of ordered items or services STAR: Each lease should be listed on its own line, as should each maintenance agreement. If including multiple leases and maintenance agreements on one Requisition/PO, be sure to list the Model number or Equipment ID to differentiate between machines. Additional information can be added in the comments. Information that may also be helpful may include the location of the machine.

7. Include: Type of service, Cost Per Copy (CPC) rates, and pricing sheet reference.

Base Cost Per Copy (CPC) is called “Zero Base” on the pricing sheet Volume-based with a base number of copies is called “Option 1” on the pricing sheet No minimum copies with a flat base charge is called “Option 2” on the pricing sheet Parts and Labor only (no supplies) is called “Option 3” on the pricing sheet STAR: When creating your Special Request Item in a requisition, include your maintenance terms in the line comments for that item. Be sure to check the “Send to Supplier” box so that your comments are printed on the

PO.

STAR: After creating the special request item, you can view and update this information on the Review Requisition page by clicking on the Edit Comments Icon on the right side of the line.

8. If Leased, type of Lease (Fair Market Value or FMV, Operational, or Capital lease) and monthly payment

FMV (purchase is available at the end) Operational (no purchase is available at the end) Capital (lease and own it at the end)

9. Lease or Rental period, if applicable

STAR: Sample lease language.

STAR: Sample maintenance language.

10. For billing and clear communication between parties and when applicable, it may help to include:

Machine identification and location, Special delivery instructions, Additional contact information, and If applicable, any special hours of operation