Chapter Three: Commonly Used Items – Form 1-4050
The List of Commonly Used Items form is used to compile all items that each department commonly needs or uses during the year. It is also used by purchasing agent/department to compile a listing for bid solicitation for 12-month, 6-month, 3-month, or any designated period of time for commonly used items – and to compile a vendor and supply record within the purchasing agent’s department.
19 O.S. § 1505(B)(1)
The information comes from each requisitioning office or department operating within county government.
Figure 27. List of Commonly Used Items to County or State Central Purchasing
| Date | Enters the date prepared |
|---|---|
| Officer | Enters the officer name |
| Fund | Enters the fund to be encumbered in purchasing the items listed |
| Fiscal Year/Period Covered | Enters the fiscal year and period in which this list is to be used |
| Item No. | Enters sequential numbers as items are listed |
| Estimated Quantity to be Used in Period | Enters the estimated number of the item listed that is expected to be used in the office during the period |
| Description | Enters a description sufficient to identify the item desired easily |
| Name and Address of Possible Supplier | Enters the name and address of the vendor that might be able to supply the item listed |
| Signature of Recommending Officer | Signs the form |
Transfer Document – Form 1-9001
The Transfer Document creates a written record showing items that are transferred from the inventory of one department or agency to another or from one road or bridge project to another.
This form is used whenever a transfer of equipment is made or when consumable materials and supplies are transferred.
The information comes from the county’s fixed asset and consumable inventory records and from the departments involved in the actual transfer transaction.
Figure 28. Transfer Document
Project Inventory Record – Form 1-9002
The Project Inventory Record creates a written record showing and tracking all materials acquired for a specific project that utilizes road and bridge materials – and bridges are to be specifically numbered, and roads are to be specifically numbered on each such project.
19 O.S. § 1505(G)
This form is used each time a project is started and concluded.
The information comes from requisition and purchase forms, invoices, and receiving reports, as well as consumable goods inventory record sheets.
Figure 29. Project Inventory Record