DATE: April 26, 1996

TO: Agency Purchasing Officers

FROM: Chuck Cooper
            Assistant State Controller

RE: Improved Purchase Order Form

Effective Monday, June 17, 1996, there will be a new purchase order form (copy attached) for use with the NCAS. Two major improvements have been made to the form. The shading has been removed from the Invoice To section, so that the information printed in this section will be legible when the purchase order is faxed. Also, the form was redesigned so that the purchase order could be folded in thirds and allow the address to be scanned by the Post Office or presort vendors.

The convenience contract for the new purchase order form (NCAS item number 0009150) has been issued to Moore Business Forms (NCAS vendor number 160331690 A). Since we do not anticipate any other changes to the form in the near future, the new convenience contract is renewable for up to two additional years, with price adjustments allowed. Moore has agreed to have the forms in their warehouse no later than May 27, 1996. Because Moores price for the three-part form ($35.94 per thousand) was so much lower than for the two-part form, we have asked them not to produce the two-part form. Those agencies that currently use the two-part form should simply order the three-part form and discard the extra copy if not required.

The NCAS purchase order print program will be modified to accommodate the new form beginning Monday, June 17th. As of this date, the old purchase order form cannot be used. For this reason, I encourage you to submit your orders for the initial stock of purchase orders to Moore Business Forms as soon as possible.

I know that this change will leave some agencies with an oversupply of the old form on June 17th, while other agencies may not have enough forms to last that long. I suggest that you communicate with each other, so that those who are overstocked can provide forms to agencies who need them to carry them to the cutover date.

If you have any questions about the new form, please call the NCAS Help Desk at 875-HELP.

CHC/jgm

cc: Gwen Canady

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