Copy Machine Requisition Best Practices
- Each requisition should encumber sufficient funds for the full fiscal year. Creating requisitions on a per invoice basis is not recommended.
- Each machine should have two PO lines associated with it, one for lease charges (rent) and a second for meter charges (image copies/black/color).
- Supplier must submit invoices to apinvoices@gatech.edu
- Use a Procurement requisition to encumber funds for the full fiscal year.
Copy Machine Requisition Codes
Account Codes
719200 – Rental – Copying Machines (IRS)
719201 – Copier Lease Meter Charges
NIGP Codes
98526 – Copy Machine Rental Lease - Including Cost-Per Copy
Use this code for monthly lease costs and cost per copy
93927 – Copy Machine Maintenance and Repair
Use this code for maintenance agreements and cost per copy charges
Requisition Line Item Entry
Product Description
The following information is required to be entered in the product description of the line status:
Lease Information
| Information Required | Sample (example) |
|---|---|
| Equipment Name | Xerox, ModelW5645PT |
| Serial Number | WWW123456 |
| Contract Term (usually 36, 48 or 60 months) | 48 months |
| Payments Period | Months 10-21 |
| Lease Amount | $298.66 per month |
| Statewide Contract # | SWC# 99999-SPD-SPD0000137-0004 |
| Previous Purchase Order Number | PO-5011234 |
Unit Price and Quantity
The following information is required to be entered in the Unit Price and Quantity fields of the line item:
| Product Description | Sample (example) |
|---|---|
| Line Item 1 (base/monthly lease charges) | Unit Price $298.66 Quantity 12 |
| Line Item 2 (meter charges/click charges/black/color) Note: Use a Service Line for the Click Charges, which will allow you to invoice off of total amount as a declining balance. | Extended Amount $1,000 |
Other Information to Include
- External Attachments
- Lease Agreement (signed by the vendor and GT Procurement) for every leased copier machine
- Other supporting documentation: like quotes, contract renewals, etc.
Contract Numbers
Statewide Contract Mandatory
| Supplier Name | Contract Number |
|---|---|
| Sharp Business Systems | 99999-SPD-SPD0000137-0001 |
| Ricoh USA Inc | 99999-SPD-SPD0000137-0002 |
| Toshiba America Business Solutions Inc | 99999-SPD-SPD0000137-0003 |
| Xerox Corporation | 99999-SPD-SPD0000137-0004 |
| Canon USA Inc | 99999-SPD-SPD0000137-0005 |