PROCEDURE – BLA (BOOKS PER LIST ATTACHED)
RQS FOR BLA ORDERS MUST BE FINAL APPROVED BY MARCH 1st ANNUALLY
Commodity Code BLA instructions:
- Note: BLA orders will only ship to the District Warehouse, no site deliveries.
- For library books and e-books combined.
- For orders of more than 15 titles [if less than 15 titles, enter each title on a separate line item RQS using Commodity Code 1104)
- The following vendors are authorized to use the BLA commodity code: 11BLA04
- Vendor NameVendor #
- ABDO 77157
- Bearport 09365
- Bound to Stay Bound 12470
- Capstone 77089
- Cavendish Square Publishing 21169
- Children’s Plus 19699
- Follett (Titlewave) 21602
- Gareth Stevens 24302
- Garrett Educational 83508
- Lerner 91403
- Mason Crest 90768
- Oliver & Andy’s Book Co. 87541
- Perma Bound 69848
- Valley Library Bindery 04121
- NOTE: Books being rebound with Valley Library Bindery, enter as a Blanket PO)
- Wyrick 09026
- Vendor NameVendor #
SITE ORDERING PROCEDURES:
- Create a book list quote from the vendor’s website or obtain a quote from the vendor’s representative directly. The quote must include:
- Quote number or quote name
- Comprehensive list of book titles, including the quantity and cost for each
- The total number of print books & e-books ordered
- The Total Cost of the order is to include:
- Total cost of books
- Tax (always add tax to book orders)
- exception: e-books are non-taxable)
- Shipping (if applicable)
- Processing / Cataloging
- Process an RQS:
- Attach your Quote to the “Header Page” of your RQS
- Enter the Delivery date books are needed on the “Header Page”
- On the “Commodity Page” use: Commodity Code 11BLA04
- Enter one line only (to include total, tax, & shipping if applicable)
- Line Type= Enter as a “Line” NOT a Service.
- Unit = LOT
- Click “Save” at the bottom left hand corner. This will bring up the “Commodity Specs” for your commodity code, on the top right column. There is no need to list out the order in the commodity line, the book detail should be included in your attachment only. Enter only the standard text shown below into the “Extended Description” box:
THIS IS A ONE-TIME SHIPMENT ORDER ONLY, NO BACKORDERS SHIP TO: FUSD WAREHOUSE – ONLY
- Quote #
- Total Items:
PURCHASING PROCEDURES:
- Purchasing will generate a PO from the RQS.
- Purchasing will send the purchase order out accordingly:
- Email Vendor PO Copy to the Vendor (the Quote will be attached to the vendor’s PO)
- Email Internal PO Copy to the Site contact person.
- The RQS will be on file in the Purchasing Office.
VENDOR INSTRUCTIONS ON P.O.:
- ORDER IS TO SHIP TO THE ADDRESS LISTED IN THE “SHIP TO” SECTION ON THIS PO.
- VENDORS ARE NOT AUTHORIZED TO EXCEED THE AMOUNT OF THIS PURCHASE ORDER.
- CATALOGING, SHIPPING & TAX TO BE INCLUDED IN THE COST OF THIS P.O.
- CATALOGING TO BE PER F.U.S.D. SPECIFICATIONS.
- ONLY ONE SHIPMENT WILL BE ACCEPTED ON THIS ORDER
SHIPPING & DELIVERY REQUIREMENTS FOR THIS
- ONE- TIME SHIPMENT: ONLY ONE SHIPMENT IS ALLOWED FOR THIS PURCHASE ORDER, NO BACKORDERS.
- P. O. NUMBERS: MUST BE LISTED ON THE OUTSIDE OF ALL BOXES; & ON PACKING SLIPS & INVOICES.
- PO DELIVERY DATE: 30 DAYS FROM VENDOR RECEIPT OF PURCHASE ORDER, UNLESS OTHERWISE NOTED.
- DELIVERY ADDRESS: ALL ORDERS SHIP TO THE FRESNO USD WAREHOUSE, PER THE PO.
- PACKING LIST: TO BE AN ITEMIZED LIST OF ALL BOOKS, WITH THEIR “EACH” COST, EXTENDED COST [example 5 @ $4.00ea. = $20],AND TOTAL COST OF ORDER; AND ATTACHED TO THE OUTSIDE TOP OF THE 1ST BOX.
- SUBSTITUTING: VENDORS CANNOT SUBSTITUTE A TITLE THAT IS NOT LISTED ON THE QUOTE.
- VENDOR NOT TO EXCEED THE P. O. AMOUNT
- CATALOGING, SHIPPING & TAX: ARE TO BE INCLUDED IN THE TOTAL COST OF THIS P.O. UNLESS OTHERWISE SPECIFIED. FRESNO USD IS A TAXABLE ENTITY.
- FUSD SPECIFICATIONS: ALL REQUESTED CATALOGING SHOULD BE PER F. U. S. D. SPECIFICATIONS
Invoices
- SEND ONE INVOICE TO THE SITE WITH EACH ORDER WHEN DELIVERED.
- SEND 2ND INVOICE TO F.U.S.D. ACCOUNTS PAYABLE ADDRESS SHOWN ON THIS P.O.
Post Updated 3/3/22