Purchase Orders and Contracts
Purchase Orders and Contracts
Listing of all purchase orders and contracts issued to procure goods and/or services within City-Parish.
In the City-Parish, a PO/Contract is made up of two components: a header and one or many detail items that comprise the overarching PO/Contract. The header contains information that pertains to the entire PO/Contract. This includes, but is not limited to, the total amount of the PO/Contract, the department requesting the purchase and the vendor providing the goods or services. The detail item(s) contain information that is specific to the individual item ordered or service procured through the PO/Contract. The item/service description, item/service quantity and the cost of the item is located within the PO/Contract details. There may be one or many detail items on an individual PO/Contract. For example, a Purchase Order for a computer equipment may include three items: the computer, the monitor and the base software package.
Both header information and detail item information are included in this dataset in order to provide a comprehensive view of the PO/Contract data. The Record Type field indicates whether the record is a header record (H) or detail item record (D). In the computer purchase example from above, the system would display 4 records – one header record and 3 detail item records.
It should be noted header information will be duplicated on all detail items. No detail item information will be displayed on the header record.
***In October of 2017, the City-Parish switched to a new system used to track PO/Contracts. This data contains all PO/Contracts entered in or after October 2017. For prior year data, please see the Legacy Purchase Order dataset https://data.brla.gov/Government/Legacy-Purchase-Orders/54bn-2sqf
Columns
| Name | Socrata field name | Column name in sgr mount | Data type | Description |
|---|---|---|---|---|
| SB MINORITY | smb_min | smb_min | Text | Small business minority owned |
| SOURCE DOCUMENT TYPE | source_doc_type | source_doc_type | Text | Code representing the type of PO/Contract P = Purchase Order, C = Contract |
| DEPARTMENT NUMBER | dept_num | dept_num | Number | Number of the department which the PO/Contract is for |
| DOCUMENT STATUS CODE | source_doc_status_code | source_doc_status_code | Number | Code indicating the status of the PO/Contract. |
| DOCUMENT STATUS DESCRIPTION | source_doc_status_description | source_doc_status_description | Text | Description of the status of the PO/Contract. |
| VENDOR STATE | vendor_state | vendor_state | Text | |
| VENDOR ZIP | vendor_zip | vendor_zip | Text | |
| GENDER | vendor_gender | vendor_gender | Text | |
| ETHNICITY | vendor_ethnicity | vendor_ethnicity | Text | |
| STATUS | vendor_status | vendor_status | Text | Vendor's status A=Active, B=Bidder, I=Inactive, O=One Time Pay, S=Stop, T=Temporary, S=Self Service |
| CLASS | vendor_class | vendor_class | Text | The vendor's classification (LLC, Corporation, Sole Proprietor, etc) |
| GEOGRAPHIC AREA | vendor_geographic_code | vendor_geographic_code | Text | Geographic area of vendor (INP=In EBR Parish, INS=In State, USA=In Country, INTL=International |
| INDEPENDENT CONTRACTOR | vendor_independent_contractor | vendor_independent_contractor | Text | Whether or not the vendor is an independent contractor |
| MINORITY | isminority | isminority | Text | Is the vendor a minority business enterprise |
| DISABLED VETERAN | dvbe | dvbe | Text | Disabled veteran business enterprise |
| SB DISABLED VET | dvse | dvse | Text | Small business disabled veteran |
| SB MINORITY WOMAN | smb_mn_wom | smb_mn_wom | Text | Small business minority woman owned |
| SB NON-MINORITY | sb_non_mn | sb_non_mn | Text | Small business non-minority owned |
| SB VETERAN | vet_sm_bus | vet_sm_bus | Text | Small business veteran owned |
| SB WOMAN | smb_woman | smb_woman | Text | Small business woman owned |
| ITEM TOTAL COST | item_total_cost | item_total_cost | Number | Total (extended) cost of the PO/Contract line item being ordered. |
| COMMODITY CODE | commodity_code | commodity_code | Text | Code classifying the type of good/service being purchased. |
| COMMODITY DESCRIPTION | commodity_desc | commodity_desc | Text | Description classifying the type of good/service being purchased. |
| ITEM UNIT OF MEASURE | item_unit_of_mea | item_unit_of_mea | Text | Code indicating Unit of Measure for this PO/Contract line item. |
| ITEM QUANTITY ORDERED | item_quantity_ordered | item_quantity_ordered | Number | Quantity being ordered for this PO/Contract line item. |
| ITEM DESCRIPTION | item_description | item_description | Text | Description of good or service being ordered on this PO/Contract line item. |
| ITEM NUMBER | item_number | item_number | Number | Sequential number of the detail PO/Contract line item. |
| VENDOR TYPE | vendor_type | vendor_type | Text | Indicates the type of business the vendor is in. |
| VENDOR CITY | vendor_city | vendor_city | Text | |
| VENDOR NAME 1 | vendor_name_1 | vendor_name_1 | Text | Vendor's primary business name |
| ANNUAL CONTRACT | annual_contract | annual_contract | Text | For PO only, the annual contract this PO was purchased from |
| EXTENSION DATE | extended_through_date | extended_through_date | Calendar date | For contracts only, date contract has been extended |
| EXPIRATION DATE | initial_expiration_date | initial_expiration_date | Calendar date | For contracts only, expected date for work to end |
| START DATE | estimated_start_date | estimated_start_date | Calendar date | For contracts only, estimated date for work to begin |
| DEPARTMENT NAME | dept_name | dept_name | Text | Department name which the PO/Contract is for |
| DOCUMENT DESCRIPTION | source_doc_desc | source_doc_desc | Text | Description of the good/service being procured. |
| DOCUMENT NUMBER | source_document | source_document | Number | Numeric ID of the PO/Contract |
| ITEM UNIT COST | item_unit_cost | item_unit_cost | Number | Unit Cost for this PO/Contract line item. |
| VENDOR NAME 2 | vendor_name_2 | vendor_name_2 | Text | Vendor doing business as (DBA) name |
| COST CENTER NAME | cost_center_name | cost_center_name | Text | Description of Cost Center of the Department which the PO/Contract is for. This will often show which of the Department's Divisions issued the PO/Contract |
| DOCUMENT TYPE CODE | source_doc_type_code | source_doc_type_code | Text | Code indicating the type of PO/Contract. |
| REQUISITION NUMBER | requisition_no | requisition_no | Number | Requisition number used for purchase. |
| VOUCHED AMOUNT | vouched_amount | vouched_amount | Number | Actual amount invoiced against PO/Contract. This amount may be less than the original PO/Contract amount. |
| INPUT DATE | input_date | input_date | Calendar date | Date PO/Contract was entered into the system |
| TOTAL AMOUNT | total_amount | total_amount | Number | Total amount of PO/Contract |
| DOCUMENT TYPE DESCRIPTION | source_doc_type_description | source_doc_type_description | Text | Description of the type of PO/Contract. |
| DISADVANTAGED | dbe | dbe | Text | Disadvantaged business enterprise |
| RECORD TYPE | record_type | record_type | Text | H or D. H indicates record is a header record. D indicates a detail record. A PO/Contract will have 1 header record and at least 1 detail item |
| TOTAL ITEMS | total_items | total_items | Number | Total number of detail items on PO/Contract. Each PO/Contract will have at least 1 detail item. |
| SB DISADVANTAGED | smb_dbe | smb_dbe | Text | Small business disadvantaged business enterprise |
| COST CENTER | cost_center | cost_center | Number | Cost Center of the Department which the PO/Contract is for. This will often show which of the Department's Divisions issued the PO/Contract |
| EXPENSE TYPE DESCRIPTION | object_desc | object_desc | Text | The description of the type of expense for this good/service. |
| EXPENSE TYPE | object | object | Text | The code indicating the type of expense for this good/service. |