Commodity Code Rules and Practices
Generic commodity codes and general descriptions can be used on the Departmental Purchase Order (DPO).
You do not have to enter specific item detail on the DPO. In other words, you can enter one commodity code for "miscellaneous office supplies," rather than entering separate commodity codes for "pencils," "paper" and "notebooks." The description for the generic code can then be modified to reflect the items in the purchase.
Use specific commodity codes and detailed descriptions on the Purchase Requisition (PR).
Although a generic description is defaulted for each commodity code used, you must append complete specifications for the item requested. The Purchase Requisition process involves negotiations between the buyer (in Purchasing) and the vendor. The only way to ensure that you receive the exact item you requested is to provide the buyer a detailed description. When possible, copy the description from an electronic source (such as a web page) and paste it into the commodity's Description field. When copying a description from an electronic source, you won't be able to paste certain symbols (e.g., trademark, copyright). In those cases, copy and paste around the symbols to get the information into the PR.
Entering a negative or zero amount.
A negative amount will only be allowed if the commodity code you are entering is for a discount (i.e., Discount/Donate indicator is Discount or Donation) or a trade-in (i.e., Trade-in indicator is Y). An amount of zero will only be allowed if you are entering a donation/rebate (i.e., Discount/Donate indicator is Donation). These indicators can be used as search criteria on the commodity lookup screen.
With a discount indicator of Discount or Donation, you have to manually enter the object.
If the commodity used falls in this group, then you will have to go to the Accounting Distribution screen to enter an object code. The object code used should accurately reflect the item for which you are receiving a credit or are receiving as a donation (e.g., 9000 for an equipment item). You can get this either by looking at the original purchase of a trade-in item, or by looking up the commodity code you would use to purchase the item, and getting the associated object code.
You can use the commodity code NOTES or NOTESU3 to provide additional information (e.g., description, specifications, etc.) for the vendor. These notes will appear on the printed purchase order in the item section. If the commodity code entered has a Notes indicator of Y, then only the description field on the item line is required.