Reporting fields for ITSAC Monthly Staffing Services Report SEE
RED TAB
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Do not Change any Column headers or worksheet TAB names.
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Report(s) / payment(s) are due on the 15th calendar day after the close of the previous
month period. Example - September reports are due by October 15 (if the 15th falls
on a weekend, the deadline will be the next business day after the 15th.)
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Vendor Name:
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Insert company name
SEE ORANGE TAB ON REPORTING TEMPLATE
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Contract Number:
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Insert contract number
SEE ORANGE TAB ON REPORTING TEMPLATE
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Reporting Month:
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Must match column "F" data as descrobed below
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Column
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Column Headers
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Description/Notes
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A
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#
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DIR use only, vendors leave blank.
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B
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Entity #
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DIR use only, vendors leave blank.
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C
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HUB Type (Vendor or Reseller)
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Insert company's HUB Type per CPA's classification codes: Black Female = BL/F; Black
Male - BL/M; Asian Female = AS/F; Asian Male = AS/M; Hispanic Female = HI/F; Hispanic
Male = HI/M; Native American Female = AI/F; Native American Male = AI/M; Woman Owned
= WO/F, Non-HUB = N
SEE ORANGE TAB ON REPORTING TEMPLATE
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D
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Entity Name (Customer's Proper Name)
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Please fill in the Customer's Name, Not the Vendor's Name.
Examples; TEXAS DEPARTMENT OF INSURANCE, TXDOT - HOUSTON, DEPT OF STATE HEALTH
SERVICES, etc. Refer to 'Approved Customer
Names' worksheet (blue tab) for list and correct spelling
(not mutually exclusive and completely exhaustive list)
SEE BLUE TAB
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E
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PAYMENT METHOD
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Enter in the Customer's actual Purchase Order Number.
If credit card purchase put CC or Check put CHECK.
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F
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REPORTING MONTH
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This is the date per the reporting period being reported and for each line of data. Data must be in this format
exactly 200604 (YYYYMM)
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G
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ORDER DATE
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This is a valid excel date format date that the Order was placed by the Customer
(NO Alpha Characters and No Blanks). Format should be MM/DD/YYYY
or MM/DD/YY - Example: 09/01/2008 or 09/01/08.
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H
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INVOICE DATE
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This is a valid excel date format that the Order was invoiced by the Vendor (NO Alpha Characters and No Blanks).
Format should be MM/DD/YYYY or MM/DD/YY - Example 09/01/2008 or 09/01/08.
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I
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INVOICE NUMBER (One Per Line and NO Blanks)
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Fill in the invoice number applicable to the Order.
If multiple invoice numbers, they must be reported separately by line. (One Per Line and NO Blanks)
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J
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SHIP DATE (If none use "Invoice Date" NO Blanks or N/A)
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This is a valid excel date format the product/item shipping to the Customer. (NO Alpha Characters)
If no shipping date available because this is training or other service, please
populate this field with the actual Invoice Date not he words Invoice Date or "To
Be Determined" or "ASAP".
(One Per Line and NO Blanks).
Format should be MM/DD/YYYY or MM/DD/YY - Example 09/01/2008 or 09/30/08.
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K
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Product Type (All UPPER Case)
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Fill in with 'STAFFSRV' in upper case
letters.
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L
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Description (50 Charactors MAX.)
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Fill in the name of the Contractor. For example, 'John Smith' .
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M
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Mfg Part Number
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Fill in with 'STAFFING SERVICES'. Do not leave blank.
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N
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Vendor Name (Upper Case Exact Spelling)
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Insert company name. Copy the column
down for all applicable lines reported. DO NOT USE ANY COMMAS.
SEE ORANGE TAB ON REPORTING TEMPLATE
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O
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Quantity
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Fill in the number of hours for the Contractor. Use NUMBER format with two(2) decimal
places (NO COMMAS).
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P
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Unit Price
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Enter in the Unit Price paid by the Customer (CANNOT
be a negative number Must be a Positive Number). Numeric value with four (4) digit
decimal afterwards (Example: 1.2500 or 7.0000).
Leave out commas and dollar signs (don't use currency format).
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Q
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Extended Price
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Calculate the Extended Price using a formula.
The formulas is '=O#*P#'.
Column "O" times Column "P" equals Extended Price.
Use NUMBER format with two(2) decimal places.(NO COMMAS).
Leave out commas and dollar signs (don't use currency format).
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R
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MSRP (always use a zero "0")
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Fill in with the value 0. This column
is always zero. Use NUMBER format with two(2) decimal places.(NO COMMAS).
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S
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Customer Contact Name (If not avail. put ACCOUNTS PAYABLE)
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Fill in the Customer's contact name listed on Purchase Order.
If no contact name is listed please insert ACCOUNTS PAYABLE.
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T
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Customer's Billing/Shipping Street Address
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Fill in with the Customer's address.
This is always the Customer's information, not the Vendor's.
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U
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City
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Fill in the name of the City as stated within the Customer's 'Ship To' or Invoice
To' information
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V
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State
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Fill in with the appropriate abbreviation.
This should be TX, unless selling to an out-of-state customer
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W
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Zip Code
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Fill in with Zip Code applicable to the Customer's 'Ship To' or Invoice To' information
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X
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Savings
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DIR use only, vendors leave blank
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Y
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Customer's Email (If not available LEAVE BLANK)
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Fill in with Customer's e-mail address, if available.
If not, LEAVE BLANK
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Z
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Mfg Part Number (always use STAFFING SERVICES)
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Fill in with "STAFFING SERVICES".
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AA
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Reseller Name
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Fill in with the name of the Sub-Contractor.
If you do not have a Sub-Contracting Vendor, fill in "Vendor".
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AB
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CONTRACT NUMBER
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Fill in your Contract number 'DIR-SDD-###'.
Include the Contract Number for every transaction.SEE ORANGE
TAB ON REPORTING TEMPLATE
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AC
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ITSAC Category
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Fill in with the appropriate ITSAC Category: APPLICATIONS, DATA MANAGEMENT, PROJECT
MANAGEMENT, TELECOM/NETWORKING,CUSTOMER TECHNICAL SUPPORT SEE PURPLE
TAB
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AD
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Title
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Fill in with the appropriate Title. SEE PURPLE TAB
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AE
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Level
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Fill in with the appropriate Level: 1, 2, 3. SEE PURPLE TAB
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AF
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Technology Type
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Fill in with the appropriate Technology Type:LEGACY, CORE, EMERGING.
SEE PURPLE TAB
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AG
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Administrative Fee Due
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This column has a formula that calculates the Administratvie Fee Due.
The formulas is '=Q# * .01'.
Column "Q" time .01 equals Administratrive Fee Due. Use NUMBER format
with two(2) decimal places.(NO COMMAS).
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AH
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Acquisition Type (Best Value,
Competitive, Renewal
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This column describes the type of acquisition. Best Value = direct acquisition,
Competitive = acquisition through DIR solicitation, Renewal = extension of services
(year to year)
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