How to Create a Blanket Order

Transcription

1 How to Create a Blanket Order Description: This form consists of a main window and eight additional windows, which you use to enter information to create or modify (in-process), blanket orders. You must create a blanket order independent from any requisition. Form Name/Direct Access: FPABLAR Menu: Navigation: Purchase Order Processing Menu *FINPO Products Menu Finance System Menu Purchasing and Procurement System Menu Purchase Order Processing Menu Blanket Order Form General Note: The flashlight icon provides a list of valid entries for applicable fields and fields with blue text can be double-clicked to get a list of valid entries. 1

2 Instructions: 1. Select Blanket Order Form. Blanket Order: Total Amount: Vendor: Code representing a blanket order (BO). There are two actions possible. If you are entering a new BO, enter Next to have the system generate a number for you. If you wish to retrieve an established incomplete BO, enter the number here or use the search icon (flashlight), F9 from the keyboard or List from the Help menu to initiate a query. Execute a query to see the possible BOs (click the Execute Query button on the tool bar, F8 from the keyboard or select Execute from the Query menu). Double click to select the desired BO. Total amount of the BO. Will populate once the BO is created. Code representing the vendor supplying the goods/services. Enter the vendor number of the vendor to whom the blanket order is being issued. If you do not know the number, do a search. 2

3 2. Next Block (use ctrl page down, the toolbar button or on the main menu, select Block then Next). This is the Blanket Order Header Information window. It is used to establish or review the BO details and buyer information for a new or existing (in-progress) BO. Order Date: Termination Date: Buyer Code: Discount Code: Ship Code: Date the BO was entered. Defaults to current date but can be overwritten with a different date. This is a required field. Date the BO is no longer effective. The date must be greater than the current date. This is a required field. Code and name of the buyer granted purchasing authority on the BO. This is a required field. Not used. Enter the room number to which the goods are to be shipped or use the search for valid entries. This is a required field. 3

4 Additional Amount: Additional amount to be added to individual commodity items (or to the total extended cost of the blanket order) to allow for surplus charges such as shipping. Pull down menu (Untitled): Specifies dollar limits on a blanket order. Document Control at Total - The dollar limit is applied to the blanket order as a whole. Document Control at Item - The dollar limit is applied to each item you attach to the blanket order. Document Text: This box will indicate if document text exits. If you wish to attach text or modify existing text, select Document Text from the Options menu at the top of the screen to enter document text. Save and Exit when complete. 3. Next Block 4

5 This is the Blanket Order Commodity Data window. Doing a Next Block after either of the previous windows can access this window. Item: Of: Line item number of the commodity as it appears on the document. It displays with the Of field, for example, item 7 of 9. Maximum number of items on the document. It displays with the Item field, for example, item 7 of 9. Commodity: Not used. Leave blank. Desc: U/M: Desc: Add: Quantity: Unit Price: Extended Amount: Text Usage: Description of item for which the BO is being completed. This is a required field. Code representing the unit of measure of the item. This is a required field. Description of the unit of measure. Not used. Leave blank. Quantity of the item ordered. Calculates with the Unit Price to establish the Extended Amount. Price per unit of the item. Calculates with the Quantity to establish the Extended Amount. Total cost of the item calculated by Quantity multiplied by Unit Price. Pull-down list identifies which text associated with an item should print. Values are: Standard - Print standard text (default). Modified - Print the text that has been modified using Document Text on the Options menu at the top of the screen. Ignore - Do not print any text. Commodity Text Exists: Not used. Field defaults to N. 5

6 Line Item Text Exists: Checkbox that indicates whether text exists with this line item. Y - Yes Text exists with this line item or N - No Text does not exist with this line item. To enter Line Item Text, select this option from the Options menu at the top of the screen. Suspense: Checkbox indicates whether this item is in suspense. 4. To add/review additional items, use the down arrow on the keyboard. Repeat for each item. 5. Select Shipping Information from the Options menu at the top of the screen (Optional). This is the Shipping Detail window. Use this window to enter optional additional relevant information for the blanket order. Order Date: FOB Code: Date the BO was entered. This field will populate when the BO is completed. Code representing the point at which the university owns the goods. Use FOB Destination. 6

7 Tax Group: Class Code: Currency Code: Stock Items: Code and title of the group of tax rates that should be applied to this order. If you do not know the vendor s tax group, do a search. Not used. Leave blank. Code and description of currency used to pay the vendor invoice. There are only two options, Canadian (CDN) and US (USD). This field is only to be used for USD. If the vendor is Canadian, do not enter anything in this field. For any other currency, leave blank. Not used. Leave unchecked. 6. Select Blanket Order Vendor from the Options menu at the top of the screen (Optional). This is the Vendor Information window. You may change the Address code or the Sequence No for this document. The remaining fields are display only. Address: Code representing the vendor address type. 7

8 Sequence No: Untitled, City, State/Prov, Zip/PC: Contact: Phone: Ext: Address type sequence number. Address of the vendor. Populates based on address and sequence # combination selected. Name or title of the primary contact for the vendor. Populates based on address and sequence # combination selected. Area code and phone number of the vendor. Populates based on address and sequence # combination selected. Phone extension of the vendor. Populates based on address and sequence # combination selected. 7. Select Blanket Order Vendor Ship Address from the Options menu at the top of the screen (Optional). This is the Vendor Shipping Information window. This is a display only window that shows the shipping location information for the commodities on this blanket 8

9 order. All fields populate based on the Ship Code entered on the Blanket Order Header Information window. Ship Code: Address: Building: Floor: City: State/Prov: ZIP/PC: Contact: Code representing the location of delivery. Street address of the location of delivery. Building name or number at the location of delivery. Floor number of the location of delivery. City of the location of delivery. State or province of the location of delivery. ZIP or postal code of the location of delivery. Name or title of the primary contact at the location of delivery. 8. Next Block. 9

10 This is the Completion window. It is used to complete the BO or put it process for completion at a later time. 11. Select Complete to finish the BO or In Progress to leave it incomplete for future adjustment. 12. Once the BO has been completed, you are returned to the starting screen and a message is displayed at the bottom of the screen confirming the completion. 13. Enter the next BO or Exit the form. 10