Filetype Excel XLSX | Posted on 08 Aug 2022 | 3 years ago
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275x Filetype XLSX File size 0.04 MB Source: www.dms.myflorida.com
Sheet 1: 1) INSTRUCTIONS
| Instructions for completing the Quarterly Sales Report | ||||||||||||||||
| The Quarterly Sales Report identifies new invoices that were issued to eligible customers, by the vendor, during the reporting period. | ||||||||||||||||
| Quarterly Sales Reports should be submitted to the DMS Contract Manager, in the most current MS Office Excel format provided on the DMS website, in accordance with the directions provided in your Contract/Agreement. | ||||||||||||||||
| The Contract Manager may return the submitted report to the Vendor if the form is altered, if the report is not fully completed, or the report has incorrect information. | ||||||||||||||||
| Data is to be provided on the tab entitled “Detailed Sales Data” as follows: (NOTE: The YELLOW/RED disappears when the cell is populated.) | ||||||||||||||||
| EXAMPLE DATA | ||||||||||||||||
| 1) Contract Number: | 21100000-15-1 | 5) Person Completing Report: | John Q. Smith | |||||||||||||
| 2) Contract Name: | Agriculture and Lawn Equipment | 6) Telephone Number: | 850-555-1211 | |||||||||||||
| 3) Contracted Vendor: | ABC Company, Inc | 7) Date Report is Due Per Contract: | 10/9/2019 | |||||||||||||
| 4) Reporting Period: | Q1 (Jul-Sep) | (Note: Reporting Period is based upon state fiscal year): | 8) Instructions Reviewed?: | YES | ||||||||||||
| 1 | Contract Number: Enter the Contract Number exactly how it appears on the contract. | DO NOT rearrange or alter the data fields on the "Detailed Sales Data" tab. | ||||||||||||||
| 2 | Contract Name: Enter the Contract Name exactly how it appears on the contract. | |||||||||||||||
| 3 | Contracted Vendor: Enter your Company Name exactly how it appears on the contract. | |||||||||||||||
| 4 | Reporting Period: Enter the three months being reported. | |||||||||||||||
| 5 | Person Completing Report: Vendor employee inputting data into this report. | |||||||||||||||
| 6 | Telephone Number: Telephone number of person listed in #5. | |||||||||||||||
| 7 | Date Report is Due Per Contract: Per the Contract, when is this report due? Cell is date formatted. | |||||||||||||||
| 8 | Instructions Reviewed?: Please confirm that the instructions have been read and are understood. | |||||||||||||||
| 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | |||
| Date on Invoice | Invoice Number | Purchase Order Number or PCard Transaction Number | Customer Type | Customer (Ordering Entity) | Commodity Code | Standard Product Code (UPC or GTIN) | Description | Manufacturer | Quantity | Unit of Measure | Manufacturer's Suggested Retail Price (per unit) | Contract Price (per unit) | Total Amount Invoiced | |||
| 9 | Date on Invoice: It is the date the Invoice was generated. In the case of a Purchase Card (PCard) sale, it is the date of the transaction. This field should be structured as MM/DD/YYYY. | |||||||||||||||
| 10 | Invoice Number: It is the date on the invoice generated by the vendor for payment. This report should be completed to the same level of detail as the obligating document. That is, if the purchase included 3 items, each item will be listed on a separate row. | |||||||||||||||
| 11 | Purchase Order Number/PCard Transaction Number: It is the Purchase Order or the Purchasing Card (PCard) Transaction Number. This report should be completed to the same level of detail as the obligating document. That is, if the purchase included 3 items, each item will be listed on a separate row. | |||||||||||||||
| 12 | Customer Type: A dropdown menu is provided for this field. Click on the cell and a dropdown arrow appears on the side of the cell. Click the arrow and select the appropriate type. The exact customer type must be utilized. | |||||||||||||||
| Customers are classified as one of the following types: | ||||||||||||||||
| State Agency | ||||||||||||||||
| OEU Cities & Counties | ||||||||||||||||
| OEU College & Universities | ||||||||||||||||
| OEU Schools K-12 | ||||||||||||||||
| 13 | Customer (Ordering Entity): Enter the name of the Customer (Ordering Entity). Names of individuals will not be accepted. Vendors are required to know if customers are eligible to make purchases on their contract. | |||||||||||||||
| 14 | Commodity Code: This is the standard classification of products and services used by the State of Florida. It is a four-level hierarchy coded as an eight-digit number, with an optional fifth level adding two more digits. Link provided here: | Commodity Codes | ||||||||||||||
| 15 | Standard Product Code (UPC or GTIN): Vendor's product or service identifier. | |||||||||||||||
| 16 | Description: Insert the nomenclature for the product or service at hand. This description should reflect the same level of detail as the purchase order and price list/catalog. | |||||||||||||||
| 17 | Manufacturer: Insert the name of the original producer of the product at hand. (Note: Services will not have a manufacturer, this field should be left blank.) | |||||||||||||||
| 18 | Quantity: Insert the amount/number of increments of the product or service being purchased by this P.O. or P-card. | |||||||||||||||
| 19 | Unit of Measure: Insert the Standard unit or system of units by means of which a quantity is accounted for and expressed (e.g., each, set, box, case, etc.) | |||||||||||||||
| 20 | Manufacturer's Suggested Retail Price: Insert the amount that consumers/customers would pay for one (1) increment of this product or service without the benefit of this contract. May be expressed as Manufacturer's Suggested Retail Price (MSRP), Retail, List, or other usual or customary price offered for the product or service. | |||||||||||||||
| 21 | Contract Unit Price: Insert the amount to be charged for one (1) increment/unit of this item based upon contract pricing terms. | |||||||||||||||
| 22 | Total Amount Invoiced: The total amount invoiced per item(s) or service(s) ordered; calculated as the contract price per unit multiplied by the quantity of items or services ordered. | |||||||||||||||
| NOTE: If generating the data for this report in a different system and saving/exporting to Excel. Be sure that data is saved as “Values” rather than “Text” in order to preserve the ability of data analysis. | ||||||||||||||||
| Data Dictionary | ||||||||||||||||
| Data Element | Description | |||||||||||||||
| Commodity Code | Taxonomy of products and services for use in eCommerce. It is a four-level hierarchy coded as an eight-digit number, with an optional fifth level adding two more digits. Link provided here: | Commodity Codes | ||||||||||||||
| Contract Unit Price | The cost of one unit of measure of an item. | |||||||||||||||
| Customer | Ordering Entity that is acquiring the product or service. | |||||||||||||||
| Customer Type | Classification of the customer as (Drop-down Menu provided): | |||||||||||||||
| State Agency | ||||||||||||||||
| OEU Cities & Counties | ||||||||||||||||
| OEU Schools K-12 | ||||||||||||||||
| OEU College & Universities | ||||||||||||||||
| Description | Nomenclature of the product or service ordered | |||||||||||||||
| Invoice Date | The date that appears on the Invoice. | |||||||||||||||
| Invoice Number | The identifier of the payment for the transaction that established the obligation for the product or service. Typical transactions may include Purchase orders or Purchase Card transactions. | |||||||||||||||
| Manufacturer | The original producer of the product. | |||||||||||||||
| MSRP Price | The amount that consumers anticipate paying or consider reasonable to pay for a particular good or service without the benefit of this contract. Commonly expressed as Manufacturer's Suggested Retail Price (MSRP), Retail, List, or other usual or customary price offered for the product or service. | |||||||||||||||
| Quantity | The amount of the product or service ordered. | |||||||||||||||
| Standard Product Code | An identifier used by your industry to describe the product or service. Typical identifiers include Universal Product Codes (UPC) or Global Trade Identification Numbers (GTIN). | |||||||||||||||
| Total Amount Invoiced | The total amount invoiced per item(s) or service(s) ordered; calculated as the contract price per unit multiplied by the quantity of items or services ordered. | |||||||||||||||
| Unit of Measure | Standard unit or system of units by means of which a quantity is accounted for and expressed (e.g., each, set, box, case, etc.) | |||||||||||||||
| EXAMPLE DATA TABLE | ||||||||||||||||
| Date on Invoice | Invoice Number | Purchase Order Number/ Picard Transaction Number | Customer Type | Customer (Ordering Entity) | Commodity Code | Standard Product Code (UPC or GTIN) | Description | Manufacturer | Quantity | Unit of Measure | Manufacturer's Suggested Retail Price (per unit) | Contract Price (per unit) | Total Amount Invoiced | |||
| 1/1/2019 | 5646546546 | 852852 | State Agency | Dept of Children & Families | 47131500 | 44600159485 | WIPES,DISINFECTING,LEMON | CLOROX | 3 | EA | $10.57 | $6.34 | $19.02 | |||
| 1/1/2019 | 5646546546 | 852852 | State Agency | Dept of Children & Families | 55121605 | 72782051600 | LABEL,LSR,ADD,1X2-5/8,WE | Avery | 3 | BX | $48.63 | $16.53 | $49.59 | |||
| 1/1/2019 | 5646546546 | 852852 | State Agency | Dept of Children & Families | 14111515 | 33317192120 | CALCULATOR,GRAPHING PAPER | Zinex | 5 | EA | $9.00 | $4.50 | $22.50 | |||
| 2/15/2019 | 98234 | 14875 | OEU Schools K-12 | Leon County School Board | 56121502 | 265874 | CLASSROOM CHAIRS | Elite | 100 | EA | $22.43 | $7.63 | $763.00 | |||
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