The cards include item number, item description, names of suppliers, stock on hand, and ordering information. The cards will soon become obsolete once the automation of the file has been completed. The automated file is programmed to automatically erase obsolete information from the files once they have become full. These records document the procurement of goods and services for the school district. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods.
Invoices are usually part of the accounts payable files or purchase order files.
These records document building or equipment leasing contracts between the school district and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement. These records relate to the bid process for obtaining goods or services. Price quotations are given by venders and other companies estimating the cost of their services to the school district. The records include quote forms, correspondence, purchase orders and other items of information.