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Vendor Name:<---(Type vendor name here)
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Contract Number:<---(Select from drop-down menu)
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Effective Dates of the Contract:<---(Automatically populates based on above selection)
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Current Quarter Being Reported:<---(Select from drop-down menu)
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Instructions for Completing the Quarterly Reports:
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1A NEW report should be submitted for each quarter. After a PO/item has been delivered and the admin fees paid, do NOT include it in future reports.
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NOTE: Quarterly reports should NOT contain any delivery data from previous quarters unless there is a remaining balance to be paid.
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2Enter the Vendor Name at the top of this sheet. The name entered will automatically populate on the Sales and Deliveries sheets. Be sure to use the exact company name as awarded. Only awarded vendors provide reports and are responsible for administrative fees.
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3Select the Contract Number for which you are reporting from the drop-down menu. The Effective Dates of the Contract will automatically populate based on the contract number selected. The contract number and effective dates will also automatically populate Sales and Deliveries sheets.
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4Select the Current Quarter Being Reported from the next drop-down menu. The current quarter will automatically populate on the Sales and Deliveries sheets.

NOTE: If you are reporting deliveries from previous contracts, you MUST enter a comment in Column M of the deliveries sheet indicating the previous contract number.
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5The total amount of the PO is required.

NOTE: Any amount given for trade-ins is not to be considered a deduction from the total PO amount. The FSA administrative fee is calculated based on the total PO amount before any trade in deductions are applied.
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6Please enter all data as requested in the report and ensure that all information on the report COMPLETELY MATCHES the information on the purchase order (i.e., PO number, total amount of PO, make and model, etc.)

The Admin Fee Due (Column J) is automatically calculated based on the Total Line Amount (Column H). Under Admin Fee Being Paid with this Quarterly Report (Column K), enter the amount of the admin fee being paid for the item(s) listed. This should be the same as the amount due; if not, you MUST add a note in the Additional Notes/Comments (Column M). The grand total of the Admin Fee Being Paid with this Quarterly Report MUST match the check/payment submitted to FSA for the quarter. If there are no sales to be reported for the quarter, please enter "No Sales this Quarter." If there are no deliveries to be reported for the quarter, please enter "No Deliveries this Quarter" on the first row of the report (Cell A7).
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Quarterly Report Submittal Requirements
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FSA Contract Quarterly Reports are due from all vendors every quarter - EVEN IF THERE ARE NO SALES OR DELIVERIES TO REPORT.
Quarter 1: October 1 - December 31
Quarter 2: January 1 - March 31
Quarter 3: April 1 - June 30
Quarter 4: July 1 - September 30
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Quarterly Reports and FSA Administrative Fees are both due by the 15th of the month following the end of each quarter. See the Contract Terms and Conditions for a schedule of liquidated damages related to late submittals.
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The entire report, in a MS Excel format, must be submitted electronically via email to reports@flsheriffs.org. The name of the file should follow this format: VendorName Y#Q# . For example, a report submitted by FSAVehicles for the fourth quarter of the first contract year should be named "FSAVehicles Y1Q4" and a report for the first quarter of year two should be named "FSAVehicles Y2Q1".
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**ACH & Credit Card Payments Preferred**
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