Form STD.40A "Sub-purchase Order" - California

What Is Form STD.40A?

This is a legal form that was released by the California Department of General Services - a government authority operating within California. As of today, no separate filing guidelines for the form are provided by the issuing department.

Form Details:

  • Released on October 1, 2019;
  • The latest edition provided by the California Department of General Services;
  • Easy to use and ready to print;
  • Quick to customize;
  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a fillable version of Form STD.40A by clicking the link below or browse more documents and templates provided by the California Department of General Services.

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Download Form STD.40A "Sub-purchase Order" - California

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SEE INSTRUCTIONS ON BACK OF LAST COPY
REFER TO THIS ORDER BY
STATE OF CALIFORNIA
GENERAL SERVICES PROCUREMENT DIVISION
SUB-PURCHASE ORDER NUMBER
SUB-PURCHASE ORDER
SUB-PURCHASE ORDER NUMBER
TOTAL PAGES THIS
STD. 40A (Rev. 10/2019)
ORDER:
NOTICE TO VENDOR
DATE
1.
FURNISH
DATA
FOR
ALL
ITEMS
OUTLINED IN HEAVY RULE IF NOT
VENDOR'S INVOICE NUMBER (IF ANY)
ALREADY COMPLETED BY AGENCY.
SHIP TO:
2.
ALL
SHIPMENTS
TO
BE
"F.O.B.
CERTIFICATION:
DESTINATION
PREPAID,"
UNLESS
I hereby certify that this is a true and just bill and payment
OTHERWISE SPECIFIED.
has not been received.
VENDOR'S SIGNATURE
3.
SEE ADDITIONAL INSTRUCTIONS ON
(CHECK ONE)
Will you bill separately?
(If yes, bill in triplicate; if no,
TITLE (OWNER, MGR., CLERK, ETC.)
sign certification and return
per instructions.)
YES
NO
CHARGE TO:
DATE WANTED
FEDERAL EMPLOYER IDENTIFICATION NUMBER
VENDOR NOTE: THIS IS A SELF INVOICING
FORM - NO SEPARATE INVOICE NEEDED.
UNITS
UNIT
LINE
)
QUANTITY
(LBS., DOZ.,
DESCRIPTION (COLOR, SIZE, PART NO., ETC.)
(X
AMOUNT
NO.
PRICE
GALS.,ETC.)
0.00
1.
0.00
2.
0.00
3.
0.00
4.
0.00
5.
0.00
6.
0.00
7.
0.00
8.
0.00
9.
0.00
10.
0.00
11.
FISCAL YEAR
CONTRACT OR STATE PRICE
I hereby certify, on personal knowledge that this order for
0.00
SUB TOTAL
SCHEDULE NUMBER
purchasing the items specified above is issued in accordance
with the procedure prescribed by law governing the purchase
TRADE
NAME OF FUND AND ALLOTMENT (COMPLETION OPTIONAL)
of such items for the State of California; that all such legal
DISCOUNT
requirements have been fully complied with.
%
AUTHORIZING SIGNATURE
SUB TOTAL
0.00
ALLOTMENT CODING
TITLE
SALES TAX
ADDITIONAL EXPENDITURE CODING
I hereby certify that the above goods and / or services were
received by me and are necessary for the State of California
TOTAL
0.00
and that quantity and quality are as indicated.
SIGNATURE OF RECEIVER
CASH DISCOUNT
%
DAYS
DATE RECEIVED
Û
CLAIM NUMBER
AMOUNT
A B C D E
PURCHASED UNDER
S.A.M. 3571.1(2)
DISTRIBUTION
:
COPIES
1–INVOICE; 2–VENDOR'S COPY; 3–PACKING SLIP; 4, 5, 6–MISCELLANEOUS; 7–ORIGINATING UNIT
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SEE INSTRUCTIONS ON BACK OF LAST COPY
REFER TO THIS ORDER BY
STATE OF CALIFORNIA
GENERAL SERVICES PROCUREMENT DIVISION
SUB-PURCHASE ORDER NUMBER
SUB-PURCHASE ORDER
SUB-PURCHASE ORDER NUMBER
TOTAL PAGES THIS
STD. 40A (Rev. 10/2019)
ORDER:
NOTICE TO VENDOR
DATE
1.
FURNISH
DATA
FOR
ALL
ITEMS
OUTLINED IN HEAVY RULE IF NOT
VENDOR'S INVOICE NUMBER (IF ANY)
ALREADY COMPLETED BY AGENCY.
SHIP TO:
2.
ALL
SHIPMENTS
TO
BE
"F.O.B.
CERTIFICATION:
DESTINATION
PREPAID,"
UNLESS
I hereby certify that this is a true and just bill and payment
OTHERWISE SPECIFIED.
has not been received.
VENDOR'S SIGNATURE
3.
SEE ADDITIONAL INSTRUCTIONS ON
(CHECK ONE)
Will you bill separately?
(If yes, bill in triplicate; if no,
TITLE (OWNER, MGR., CLERK, ETC.)
sign certification and return
per instructions.)
YES
NO
CHARGE TO:
DATE WANTED
FEDERAL EMPLOYER IDENTIFICATION NUMBER
VENDOR NOTE: THIS IS A SELF INVOICING
FORM - NO SEPARATE INVOICE NEEDED.
UNITS
UNIT
LINE
)
QUANTITY
(LBS., DOZ.,
DESCRIPTION (COLOR, SIZE, PART NO., ETC.)
(X
AMOUNT
NO.
PRICE
GALS.,ETC.)
0.00
1.
0.00
2.
0.00
3.
0.00
4.
0.00
5.
0.00
6.
0.00
7.
0.00
8.
0.00
9.
0.00
10.
0.00
11.
FISCAL YEAR
CONTRACT OR STATE PRICE
I hereby certify, on personal knowledge that this order for
0.00
SUB TOTAL
SCHEDULE NUMBER
purchasing the items specified above is issued in accordance
with the procedure prescribed by law governing the purchase
TRADE
NAME OF FUND AND ALLOTMENT (COMPLETION OPTIONAL)
of such items for the State of California; that all such legal
DISCOUNT
requirements have been fully complied with.
%
AUTHORIZING SIGNATURE
SUB TOTAL
0.00
ALLOTMENT CODING
TITLE
SALES TAX
ADDITIONAL EXPENDITURE CODING
I hereby certify that the above goods and / or services were
received by me and are necessary for the State of California
TOTAL
0.00
and that quantity and quality are as indicated.
SIGNATURE OF RECEIVER
CASH DISCOUNT
%
DAYS
DATE RECEIVED
Û
CLAIM NUMBER
AMOUNT
A B C D E
PURCHASED UNDER
S.A.M. 3571.1(2)
DISTRIBUTION
:
COPIES
1–INVOICE; 2–VENDOR'S COPY; 3–PACKING SLIP; 4, 5, 6–MISCELLANEOUS; 7–ORIGINATING UNIT
PURCHASE ORDER INSTRUCTIONS TO VENDOR
1.
APPLICABLE LAW: The contract resulting from this order shall
10. F.O.B. TERMS AND FREIGHT CHARGES: No charges for
be governed by laws of the State of California.
handling, delivery, drayage, express, parcel post, packing, cartage,
insurance, license fees, permits, cost of bonds, or for any other
2.
DELAY IN SHIPMENT: If you cannot fill this order in its entirety,
purpose will be paid by the State unless expressly included on the
without delay, notify the originating State agency immediately.
face of this order.
3.
REQUIRED PAYMENT DATE: If the vendor is a nonprofit
For all "F.O.B. Destination Prepay and Add" transactions, vendor
organization and the contract value is less than $500,000, or if the
shall arrange for lowest cost transportation and furnish supporting
vendor is a small business, payment is due 30 days from the date the
freight bills over $50.
goods or services are received and accepted by the State or 30 days
from the date a correct invoice is received in the office specified by
On "F.O.B. Origin Collect" transactions, should any shipment under
the State, whichever is later. Payment is due to any other vendor 60
this purchase order be received by the State in a damaged condition
days from the date the goods or services are received by the State or
and any related freight loss and damage claims filed against the
60 days from the date a correct invoice is received in the office
carrier or carriers be wholly or partially declined by the carrier or
specified by the State, whichever is later. When provision is made for
carriers with the inference that damage was the result of the act of the
a testing period preceding acceptance by the State, date of acceptance
shipper such as inadequate packaging or loading or some inherent
shall mean the date the supplies or equipment are accepted by the
defect in the equipment and/or material, vendor on request of the
State during the specified testing period.
State shall at the vendor's own expense assist the State in establishing
carrier liability by supplying evidence that equipment and/or material
4.
PROMPT PAYMENT: The State of California desires to pay all
was properly construed, manufactured, packaged, and secured to
bills promptly. However, unless these instructions are fully complied
withstand normal transportation conditions.
with, claims cannot be audited for payment.
11. PATENT INDEMNITY: The vendor shall hold the State of
COMPLETION OF ORDERS: The State reserves the right to
California, its officers, agents and employees, harmless from liability
5.
withhold payment until order is completed.
of any nature or kind, including cash and expenses, for infringement
or use of any copyrighted or uncopyrighted composition, secret
6.
DISCOUNTS: Please show on your invoice, cash discounts offered.
process, patented or unpatented invention, article or appliance
In connection with any discount offered, time will be computed from
furnished or used in connection with the contract or purchase order.
date of completed delivery of the supplies or equipment as specified,
Vendors may be required to furnish a bond or other indemnification
or from date correct invoices are received in the office specified by
to the State against claims or liability for patent infringement.
the State if the latter date is later than the date of delivery. Payment is
deemed to be made, for the purpose of earning discount, on the date
12. VENDOR'S NOTE: All correspondence, invoices, bills of lading,
of mailing the State warrant or check.
shipping memos, packages, etc. must show purchase estimate and
purchase order numbers. If factory shipment, advise factory to
7.
SELLER'S INVOICES: This is a self-invoicing form. If proper
comply.
self-invoicing box is completed and signed, send "Copy 1" to the
originating department and "Copy 3" with shipment. OTHERWISE,
13. MATERIAL SAFETY DATA SHEET: If you indicated on your
invoices shall be prepared and submitted in triplicate unless
bid that some or all of the products you are supplying are on
otherwise specified. Invoices shall contain: purchase order number
CalOSHA's "Hazardous Substances List", you must forward a
and date, agency order number, description of items, size, quantities,
completed Material Safety Data Sheet (MSDS) for each such product
unit prices, extended totals, place and date of delivery. Invoices or
to: Office of Procurement, ATTN: Specifications Section, P.O. Box
vouchers, not on printed bill heads, shall be signed by the vendor or
1612, Sacramento, CA 95807. When forwarding these MSDS, you
person furnishing the supplies or service. Every invoice shall be
MUST REFERENCE the Purchase Order Number and Date.
properly itemized.
8.
CHANGES: No change or modification in terms, quantities, or
specifications may be made without express authorization in writing
from the Office of Procurement. No other State agency, officer or
employee may authorize changes, unless approved by the Office of
Procurement.
9.
BILL OF LADING: If B/L is applicable to this order, send original
to "Ship To" address and duplicate with invoice to "Charge To"
address.
INSTRUCTIONS TO VENDOR
1.
This is a self-invoicing form. No separate invoice is needed. Sign certification in upper
right box of copy 1, Invoice, if used as invoice.
2.
Retain Vendor’s Copy and Packing Slip and return remaining copies intact with carbons to
the address to which goods are charged.
3.
Attach Packing Slip to goods when delivery is made. When an order is split, enclose
separate packing slip with each shipment.
4.
Separate billings must be made when entire order is not delivered in one shipment. In such
cases, disregard the invoice feature of this form, but return at least one copy with your
invoice.
5.
If a state agency specifies other than “F.O.B. Destination Prepaid,” and freight costs
exceed $50, attach copy of freight bill.
GUIDE FOR USE OF SUB-PURCHASE ORDER–VENDOR'S INVOICE
1.
The Sub-Purchase Order—Vendor's Invoice is designed for use in
7.
The originating unit's copy will be retained by the purchaser who will
purchasing materials and acquiring services with a minimum of
DISCARD THE LAST SHEET OF CARBON. The purchaser will
document preparation and processing. It may be used as a
give or send the remaining copies directly to the vendor, except
combination of a local request, sub-purchase order, stock received
where any departmental regulations require that they be routed
report and vendor invoice. Departmental policy and limitations will
through the accounting office for encumbrance before release of the
be followed in the use of this form.
order by that office to the vendor. In either case, the vendor will
retain Vendor's Copy and the Packing Slip. The remainder of the set
2.
Accurate and complete detail will be shown on the form.
will be returned to the purchaser, who will hold the documents until a
Packing Slip is received from "Receiving" indicating delivery. All
3.
The form may be completed by hand or typewriter. If prepared by
copies will then be forwarded immediately for signature and
hand, the person completing the form should print, using sufficient
transmitted to the accounting office. The Packing Slip will be
pressure so that all copies will be legible.
attached to or delivered with the goods by the vendor at time of
delivery.
4.
It is very important that the limitations for use of sub-purchase
orders, as stated in Sections 3571.1—of SAM be observed.
NOTE: If in agreement with departmental accounting procedures,
Circumvention of the stated limitations by splitting orders is not
less than six copies may be sent to vendor. However, a
permissible.
minimum of three copies (Invoice, Vendor's Copy, Packing
Slip) must be sent and copy three or six must appear as the
Sub-purchase orders (including this form) shall not be used to
last copy. Instructions to vendor appear on the reverse of
purchase (a) materials stocked by Office of Procurement-Central
these copies. In all cases DEPARTMENTAL POLICY
Stores, (b) printing (unless emergency), (c) automotive equipment,
MUST BE STRICTLY ADHERED TO.
accessories, or tools (unless covered by Office of Procurement
contracts or agreements), (d) hypnotics and narcotics, (e) tax-free
alcohol, or (f) carbon tetrachloride fire extinguishers or refills.
8.
To cancel a spoiled form, write the word "VOID" on all copies. The
originating unit's copy will be retained. All other copies, including
5.
Certain contract items will be obtained only from specified vendors
the vendor's Copy will be forwarded to the accounting office.
with whom the State has a contract. Contact your supervisor or
departmental headquarters if you are in doubt about contract vendors
9.
If agencies do not find the pre-printed numbers suitable for their
and contract items.
procedures, they may use their own numbering system.
6.
The State is exempt from payment of Federal Excise Taxes. It is the
responsibility of the users of this form to assure that this tax is not
paid. This is done by filing an exemption certificate, Form STD. 802,
with the vendor at the time the purchase is made. Do not claim
exemptions on purchases where the excise tax is less than 50 cents if
the purchase is made from a small merchant who is unfamiliar with
the reimbursement procedures. This does not apply to small
merchants who do business with the State repeatedly.
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