HowTo Fill Out a General Purchase Form
When filling out a General Purchase Form properly, particular fields must be completed before turning in to the Assistant Director of Sport Clubs.  Provided below are explanations of the different fields, what they are and why they are needed.  Please note that an order cannot be placed without ALL of these fields being properly completed. 
Required Fields
Sport Club – The name of the club making the purchase is needed on all Purchase Forms.
Date – The date the request is being made is needed on all Purchase Forms.
Individual Initiating Request, Phone # – The club representative that is filling out the form must be noted on the form.  This person will be used as the contact for this purchase, should the Sport Club Office have any questions or issues regarding the order.  Once the order has been received by the Sport Club Office, the person initiating the request will be contacted to inform the order has been received, and must be picked up from the Sport Club Office in a timely manner.
Item # - To place an order with a vendor, and to expedite the process, the Florida State University Purchasing Department needs item numbers to communicate to the vendor.  If an item number is not included, the order cannot be placed as the Purchasing Department, nor the vendor, know exactly what is to be ordered.
Item Description (Be Very Specific) – The Item Description is required to make sure that the correct item is being ordered.  Sizes, colors, model numbers, etc. will help make sure the correct piece of equipment is ordered.
Quantity – The number of each item being purchased is required.
Unit Price – The price of each item being purchased is required.
Extended Price – The extended price is the number of each item being purchased, multiplied by the unit price of each item being purchased.
Extended Total – The total of all the Extended Prices included earlier in the form.  Essentially this is a subtotal of everything being ordered.
Shipping Total – The cost of shipping must be included in this field.  The shipping total is something that will need to be communicated by the vendor to the person initiating the request.  If the vendor says there are no shipping charges, you must put $0.00 in the space provided.
Grand Total – The Grand Total will be the final cost of the order, and how much can be expected to be taken out of that club’s budget for this purchase.  Sometimes shipping costs can be reduced by the vendor and the Grand Total can decrease.
Vendor Name – The name of the vendor, who you are purchasing from, is essential to placing the order.
FEID or Tax ID # - The Federal Tax number is required in order for FSU Purchasing to place the order.  The FEID is a 9-digit number, and can be acquired by asking the vendor for the number.  If the number is not included on the General Purchase Form, an order cannot be placed.
Address – The address of the vendor needs to be included in this field.  In order to send a Purchase Order to the vendor, the FSU Purchasing Department needs an address in which to send the P.O.  Knowing the location of the vendor will also assist in tracking down orders, or in knowing how long to anticipate for delivery in some occasions.
Phone # - The phone number of the vendor is needed.  Often times the Sport Club Office has to get in touch with a vendor for one reason or another, and a phone number is needed to call.
Fax # - A fax number for the vendor is needed in the event that a fax needs to be sent to the vendor either by the FSU Purchasing Department or the Sport Club Office.
E-Mail – The email address of the vendor is required in order to allow an email to be sent to the vendor as needed.
Web site – The web site of the vendor is required to be used as needed.
Contact Person ­– A contact person for the vendor is required.  Typically the contact person will be the employee of the vendor that the person initiating the purchase request has spoken to regarding pricing, shipping prices, FEID, etc.  The name of a contact person is required so if either office needs to communicate with the vendor regarding a question, someone can be contacted that is somewhat familiar with the order, or inquiries about the order.
Signatures – A General Purchase Form must include the signature of two club officers that attended that semester’s office training before it can be processed.  This requirement is to make sure that club officers know about the expenditures, can double check that the form is properly completed, and can properly track the club’s budget.

HowTo Fill Out a Unique Purchase Form
When filling out a Unique Purchase Form properly, particular fields must be completed before turning in to the Assistant Director of Sport Clubs.  Provided below are explanations of the different fields, what they are and why they are needed.  Please note that an order cannot be placed without ALL of these fields being properly completed.
Required Fields
Sport Club – The name of the Sport Club is required on a Unique Purchase Form.
Date – The date that the form is completed must be included on a Unique Purchase Form.
Completed By – The person completing the form must be included on the Unique Purchase Form.  Should the Sport Club Office have any inquiries regarding the order, the person completing the form will be contacted.
League Membership Payment/Facility Rental/Contractual Service – Depending on what the expenditure is for, one of these boxes must be completed, with as much information as possible included.  No fields should be left blank.  If the League, Facility or Payee needs to be contacted to obtain the information, the person completing this form must take on the responsibility of making the correct contacts to obtain the required information.
Signatures – A Unique Purchase Form must include the signature of two club officers that attended that semester’s office training before it can be processed.  This requirement is to make sure that club officers know about the expenditures, can double check that the form is properly completed, and can properly track the club’s budget.