STUDY JUSTIFYING ADDITIONAL PARTS OF STANDARD FORMS 147 AND 148

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A001000240007-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 23, 2016
• Document Release Date: November 7, 2001
• Sequence Number: 7
• Content Type: STUDY

Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/06/24: CIA-RDP78-04718A001000240007-9
STUDY JUSTIFYING t.:TITICNAL PARTS OF
STANDARD DDIWAS 147 and 140
I. In order that purchase operations of CIA can be accomplished with
the desired degree of efficiency, it is required that authoriza-
tion be granted to use the nine-part set of Standard Order-Invoice-
Voucher Form.
2. The fo1lowie4 factors create the need for three additional copies,
over and above the GSA Toposed five copies Dias one voucher:
a. Copy 6 - Expeditor File - The timely receipt of equipment is
of primary importance to the Agency since it may affect the
planning and ultimate success of Agency projects or classi-
fied operations. In order to furnish the operational divi-
sions with current information concerning the status of
requested materiel, the expeditor copies, filed by due date,
insured follawklp action. Price to the use of an expeditor
file, an additional employee was required in the Administra-
tion Branch, to perform the necessary follow-up action by
use of a card index system.
b.' Copy 7 - Vendor File - This additional copy is filed under
the name of the contractor or commercial concern. It is
beneficial to Procurement Officers for reference, for iden-
tification purposes, and for supplying statistical informa-
tion. This file makes immediately available the following
information:
(1) The total purchases from any one vendor over any given
period.
(2) The purchases made from small business, in accordance
with Government policy.
(3) Comparisons of prices, discounts and procurement lead
time.
()4) The means for identifying the purchase order number for
packages which are received at the wprehouse without
the order number, and for answering inauiries where the
requisition number is not known.
gpaj. - Property Accounting Copy - This copy is furnished
in most Agencies from the reproduced copies that are made in
the warehouse since the property accounting function is
usually decentralized down into the warehouses. This Agency
has a centralized property accounting branch which processes
Ilgency purchase orders lorma lel located at several ware-
houses.
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/06/24: CIA-RDP78-04718A001000240007-9
Declassified in Part - Sanitized Copy Approved for Release 50-Yr 2014/06/24: CIA-RDP78-04718A001000240007-9
50X1
The warehouse could not adeauately furnish the
erpeerty Accounting Branch with a copy of the purchase order.
The delay in receiving the copy from the various warehouses
would not permit the property accounting function of the
Agency to adequately support the "due-in" records which are
posted by machine. It is "ore efficient for the Irocurement
eivision which is adjacent to the Prop, rty Accounting Branch,
to have an extra copy for distribution.
d. Copy 9 - Budget Requisitioning Office - This additional copy
serves a dual purpose. It enables the Budelet (-lacers of
the various operating divisions to obtain realistic financial
data. When requisitions are submitted, estimates are used by
the Budget ()facers, but upon receipt of a cony of the pur-
chase order with firm prices included, project expenditures
are more readily controlled. This same copy is also used to
inform the requisitioner of expected delivery dates, prices
ene packaging instructions. The requisitioning office also
uses the information when preparing future requisitions.
attached Appendix 1 is the requested set of Standard Forms
required by this Agency.
. The
147
4. The attached Appendix 2 is the requested set of St andard Forms
146, Continuation eheet, and shall b e used with Standard Form
147 When continuation Sheets are required, It shall be used in
the same number of copies as SF-147.
5. The attached Appendix 3 indicates the typical procedure for Stan-
dard Form 147 which shall be used by the Agency when the present
stock of Form 36-1 is exhausted,
6.
Standard Forms 147 and 148 will be utilized both in sets that are
overprinted with the Agency's name and in sets that are not over-
printed. Security factors determine which set of Form 147 will
be utilized .
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/06/24: CIA-RDP78-04718A001000240007-9