Blanket Purchase Order Season [6/02/08]
It is blanket Purchase Order(PO) season and time to prepare for the upcoming fiscal year 2008/2009. Here are some quick reminders to assist you with your preparation:
A blanket PO allows for emergency or recurring purchases of a specific service or commodity when the quantity or frequency of delivery cannot be determined at the time the PO is initiated.
- Review current Blanket PO Release Forms with Blanket Order managers to decide if the order needs to be renewed.
- Run the PO Report (POB101DW) to review the list of outstanding POs with summary and detail information.
- Identify any new blanket order opportunities by reviewing your department’s PO activity via the tools on the Procurement Inquiry Homepage in the Financial System or running the PO Report (POB101DW) via eReports.
- Estimate how much money you will need to encumber for next year’s orders.
- Create only one blanket order, per vendor, per Organization-Fund combination.
- Change the Accounting Date field to 07/01/08 to future date your requisition or PO.
- Start your description field with "Blanket order for…"
- Input the value of 06/30/2009 in the Due Date field.
- Change the default Ship-To Code from Central Receiving (381) to your department’s Ship-To Code (the Location field would be the same value).
- Communicate new PO numbers with Blanket Order managers and vendors to ensure a smooth transition.
- Once the old blanket orders are expired and no more activity is expected, submit an online PO Closure form via Purchasing’s Web site to close these orders.
If you have questions about blanket POs, contact a central buyer in the Purchasing Department or Peg Schmidt at (614) 688-8615. Procurement procedures and job aids are available online via ASSIST including information specific to Blanket POs.
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