Creating and maintaining blanket purchase orders
Introduction
A blanket purchase order is created when you need to purchase a set of quantity of items at regular intervals for the required period of time from the supplier. The blanket purchase order ensures steady receipt of items for the required period of time.
Menu path
Go to Purchase ➔ Entries ➔ Blanket purchase orders ➔ Enter, and then click New to create a new blanket purchase order. To view or maintain an existing blanket purchase order, select the blanket purchase order, and then click Open.
Fields
The creating and maintaining of blanket purchase orders consist of the following sections:
- Blanket purchase order header
- Blanket purchase order lines
- Blanket purchase order totals
- Blanket purchase order process flow
A list of options appears if you click 
at Ordered at, Delivery to, and Invoice to. From the list, make your selection and click Select.
Ordered at
Type or select the ID or name of the supplier. The name and address of the supplier are then displayed in the field below. By default, the address is displayed is taken from the address of the main contact person. This is mandatory.
Delivery to (Warehouse/Debtor)
Type or select a warehouse or debtor that will receive the item. If you select a warehouse, Delivery to (Warehouse) is displayed. The address and contact person of the warehouse are then displayed in the field below. If you select a debtor, Delivery to (Debtor) is displayed. The address and name of the debtor are then displayed in the field below.
Invoice to (Warehouse/Debtor)
Type or select a warehouse or debtor that will receive the purchase invoice from the supplier. If you select a warehouse, Invoice to (Warehouse) is displayed. The purchase order and blanket purchase order will use the Invoice address defined for the warehouse. You may select one of the addresses of the account defined at Account under the Company section in Company data settings. The address and contact person of the warehouse are then displayed in the field below. If the Invoice address is not defined for the warehouse, the Invoice to (Warehouse) address will use the warehouse address. If you select a debtor account, Invoice to (Debtor) is displayed. The address and name of the debtor is then displayed in the field below.
Maintain
Click this to view or edit the creditor’s information.
Note: This is available only after the Blanket PO number is defined.
Card
Click this to view the creditor’s financial transactions.
Note: This is available only after the Blanket PO number is defined.
Address
Click this to view or edit the creditor’s address data.
Note: This is available only after the Blanket PO number is defined.
Blanket PO number
Press the TAB key to obtain a system-generated running sequence number as defined at System ➔ General ➔ Settings under Number settings. You may also type or select the blanket purchase order number manually without tabbing through this field. The blanket purchase order number will be disabled if you tab through. This is mandatory.
Blanket PO date
Type or select the date the blanket purchase order is made. By default, the current date is displayed.
Description
Type the blanket purchase order description.
Person
Type or select the person who is in charge of the blanket purchase order. By default, the person defined at Representative under the Marketing tab (Advanced) or Financial tab (Simple) in the Accounts - Creditors screen is displayed. If there is no representative defined in the Marketing tab, then the person will be defaulted with the current user. You may also select other person depending on selection of the Purchase agents only check box in the Purchase setting. If you selected the Purchase agents only check box, then you can only select a person who is a purchase agent. This is a mandatory.
PO method
Type or select the method used to place the purchase order. For example, the order may be placed via a phone call, fax, mail, and/or by e-mailing the blanket purchase order form.
Shipping via
Type or select the shipping method used for delivering the items of the blanket purchase order.
Conditions
Click this to specify payment terms and prepayments. For more information, see Conditions for blanket purchase order.
Expiry date
Type or select the actual expiry date of the blanket purchase order. By default, the current date is prefilled.
Blanket purchase order lines
Type or select the item(s) that you want to purchase and fill in the necessary information under the respective columns when entering the order lines. A list of options is displayed if you press the F2 key in the Item, Person, Cost center, and Cost unit columns. From the list, make your selection and click Select.
Note: It is possible that not all the columns in the example are displayed. You can add or remove the columns as required by clicking 
Columns at the toolbar. For information on these columns, see Defining blanket purchase orders columns .
Item
Type or select the code of the item that you want to purchase.
Description
This displays the item description as defined in item maintenance.
Contract quantity
Type the contracted quantity of item that you want to purchase.
Pur. (Purchase) Unit
This displays the purchase unit of the item as defined in item maintenance (go to Purchase ➔ Items ➔ Maintain and select the relevant item). This information cannot be edited.
Release date
Type or select the actual release date of the blanket purchase order. By default, the current date is prefilled.
Price
This displays the item price per purchase unit. The item price per purchase unit is defined at item maintenance via Purchase ➔ Items ➔ Maintain under the Purchase/ Sales tab at the Suppliers section in the Items by supplier screen.
Disc %
Type the percentage of discount given by the supplier for the item if a discount is applicable.
Net price
This displays the net price of the item.
Country
Type or select the country code of the country where the selected item will be exported. This column only applies to the European Union (EU) for trading among EU countries. This information is mandatory. Once the country code is defined, the INTRASTAT data screen will be displayed. For instructions on how to create INTRASTAT for items, see Creating and maintaining INTRASTAT for purchase orders.
Note: The Country column is available for selection only if the INTRASTAT registration for purchases check box at System ➔ General ➔ Settings under INTRASTAT settings in the Entry section is selected.
Person
Type or select the person who will be receiving the item in the warehouse.
Blanket purchase order process flow
The blanket purchase order process flow displays the statuses of the blanket purchase order with the completion date and green check mark as the indicators. The blanket purchase order process flow also allows you to process the orders by clicking on the process steps. For example, if you want to authorize the blanket purchase order, click Authorize. The Authorize process step is available depending on the Purchase settings. If you have selected the Blanket purchase orders check box under the Authorize section of Purchase settings, then the Authorize process step is mandatory.
Ordered
A green check mark and a date indicate that the blanket purchase order has been ordered on the shown date.
Authorized
A red cross indicates that the blanket purchase order is not authorized. Click this to authorize the selected blanket purchase order. A green check mark and a date indicate that the blanket purchase order is authorized on the shown date. For more information, see Authorizing blanket purchase orders.
Processed
A red cross indicates that the blanket purchase order is not processed. Click this to process the selected blanket purchase order. A green check mark and a date indicate that the blanket purchase order is processed on the shown date. For more information, see Printing blanket purchase orders.
Released
A red cross indicates that the blanket purchase order is not released. Click this to release the selected blanket purchase order. A green check mark indicates that the blanket purchase order is released. A blanket purchase order will have multiple releases. The check mark will turn green after the first release. Once it is released, a purchase order will be generated for each release. The subsequent processes are based on standard purchase order process. For more information, see Releasing blanket purchase orders.
Completed
A red cross indicates that the blanket purchase order is not completed. Upon full release, the blanket purchase order is completed. A green check mark and a date indicate that the blanket purchase order is completed on the shown date.
Net
This displays the total net price of the blanket purchase order. Click this to view the information of the net price calculation.
Taxes
This displays the total tax amount of the blanket purchase order. Click this to view the information of the tax amount calculation.
Total
This displays the total amount of the blanket purchase order. Click this to view the information of the total amount calculation.
Buttons
Group
Click this to group the blanket purchase order.
New
Click this to create a new blanket purchase order.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
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Document ID: |
12.879.834 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
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| Disclaimer |