6.3.1.2. Purchase Order Type Codes
Purchase Order Type codes must be identified on each purchase order issued by the procurement professional as indicated in Table 6.6:
| Code | Meaning | Application |
|---|---|---|
| AC | State Entity Contract |
State entity’s purchase from an established state entity term contract (includes one-time purchase multi-year agreements and open agency contracts). In the event a more descriptive manual code in this table is applicable (e.g. CSN, SB, etc.), then use the more descriptive code. |
| ACC | State Entity Cooperative/Consortia Purchase | State entity’s purchase from its own contract with a Consortia/cooperative supplier. (See Section 1.3.4.4. - Consortia and Cooperative Purchasing) |
| ACP | State Entity Contract Piggyback |
State entity’s purchase through SPD NOTE: No state entity may use another state entity's contract without SPD |
| CNV | Conversion | This is an old code that is no longer applicable. Do not use this code. |
| CSN | Construction Contracts | For use by the Board of Regents of the University System of Georgia (USG) and its institutions only for construction, public works and/or architectural and engineering contracts. (See Section 1.3.6.1. Construction or Public Works) |
| EMER | Emergency Purchase | State entity’s purchase of necessary goods/services on an emergency basis. (See Section 1.3.5. - Emergency Purchases) |
| EXM | Exempt |
State entity’s purchase of goods/services for which competitive bidding requirements have been waived (See Table 1.6). EXM may also be used to designate purchases which are exempt from the State Purchasing Act (See Table 1.2, Table 1.3, Table 1.4, Table 1.5, and Section 1.2.4.) if permitted by the state entity’s internal policy. NOTE: Specific exemption being claimed must be identified in the PO |
| IGA | Intergovernmental Agreements |
State entity’s purchase from an intergovernmental agreement. (See Section 1.2.2.1. - Intergovernmental Agreements)
For purchases of certified products from GCI |
| MAN | Statutory Mandatory Sources of Supply | State entity’s purchase from sources designated as mandatory (See Section 1.3.3. - Tier 3 Statutory Sources Designated as Mandatory).
For purchases of preferred products from GEPS , use PRF.
|
| MUL* | Multiple Purchase Order Types | Use of MUL code should be rare. When at all possible, use another Purchase Order Type Code. SPD recommends using MUL in the following scenario: When ordering products on a statewide contract and products, not on a statewide contract (off-contract) from the same supplier. If more than one Purchase Order Type Code applies, then select the one that represents the majority of the purchase. Contact spdpolicy@doas.ga.gov for questions concerning acceptable purchase combinations for use of the MUL code. |
| OMP | Open Market Purchase | A state entity’s purchase made on the open market when not using a contract and the PO amount is less than $25,000. |
| PRF | Preferred | State entity’s purchase of GEPS preferred products. (See Section 1.3.4.2. - Preferred Products). |
| SB | Sole Brand | State entity’s purchase resulting from a sole-brand solicitation. (See Section 2.3.1. - Sole Brand Solicitations). |
| SS | Sole Source | State entity’s purchase from a sole source contract. (See Section 2.3.2. - Sole Source Purchases). |
| SWCM | Statewide Contract – Mandatory | State entity’s purchase from a statewide contract designated by SPD as mandatory. (See Section 1.3.1. - Tier 1 - Mandatory Statewide Contracts). |
| SWCC | Statewide Contract – Convenience | State entity’s purchase from a statewide contract designated by SPD as convenience. (See Section 1.3.4.1. - Convenience Statewide Contracts). |
*Use of the "MUL" code is intended to introduce work efficiencies by allowing a single purchase order to be issued to a single supplier for a combination of purchases as shown in the examples in the table above. The "MUL" code is available for use by all state entities.
For additional guidance on proper use of PO types, please review SPD-AP016 PO Type Quick Reference Guide.