Section K
A Blanket Purchase Order is used when a department has numerous requests for low value purchases of goods and/or services from a specific vendor against the same account number.
CREATE A RELEASE TO PLACE AN ORDER FOR GOODS AND/OR SERVICES:
1. Enter Blanket P.O. # assigned to you by Purchasing Services
2. Click 
3. Enter the next *consecutive Release #. Click Submit – (Screen should appear blank).
*If release # is unknown – Enter – PODIQ in the next screen – Click – Submit.
4. Enter “A” in the ACT field. (Represents “Add” an item)
5. Enter Item # (beginning with 1).
6. Leave Rec’d field blank…
7. Enter the quantity you are ordering.
8. Enter the description of goods/services you are ordering.
9. Enter unit Price (before taxes).
10. Enter Per Unit..e.g. 1, 10, 100, etc.
Repeat steps 4 – 10 for each additional item you are ordering.
11. Click – Submit
12. Release is Open will appear on the status line.
13. To PRINT your Blanket Purchase Order Release for your records:
- Enter PRINT in the “next screen box”
- Enter your departmental Printer #.
- Click Submit.
14. To have your Release Faxed to the Vendor:
- Enter PRINT in the “next screen box”
- Enter Purchasing Services Printer # 25.
- Click Submit.
Purchasing services will fax the Blanket Release to the vendor and maintain fax confirmation records.
To Delete an unwanted item that you have added to your release:
1. Enter “D” in the ACT field of the Item # that you wish to Delete. (Represents “Delete” an item)
2. Click – Submit.
Items can only be deleted when the Release is still open, and the item # you wish to delete has not yet had any receipts.
To CHANGE an item ON your release:
1. Enter “C” in the ACT field of the Item # that you wish to Change. (Represents “Change” an item)
2. Type in the revised Qty, Description, and/or Price.
3. Click – Submit.
Items can only be changed when the Release is still open, and the item # you wish to change has not yet had any receipts.
TO RECEIVE ITEMS ON THE OPEN RELEASE:
Before signing off any items you must:
- VERIFY the prices on the Purchase Order Release against the invoice. If there are any discrepancies, make changes to the Price, Description and Quantities ordered, before you enter quantities received. Changes or corrections can NOT be made once the Release is closed.
- VERIFY that items that have been physically received and/or services are completed before signing off the Purchase Order. Quantities you receive can not be “un-received”. An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
1. Enter Blanket P.O. # assigned to you by Purchasing Services
2. Click Blanket P/O Orders and Receipts ###.
3. Enter the Release # you wish to receive. Click – Submit.
(The items previously ordered will appear on the screen).
4. Enter “C” in the ACT field. (Represents “Change” an item.)
5. Enter the quantity you are receiving in the Rec’d field.
Repeat for each additional item you are receiving.
6. Enter Invoice # in the space provided. (Note –Invoice # required by Accounts Payable - Finance Department).
7. Click – Submit.
An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
8.REPEAT STEPS 4 through 7 if necessary, to receive any remaining items on the release, and “close” the release.
9. RELEASE IS CLOSED will appear on the status line.
An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
PAYMENT OF INVOICES:
All original invoices MUST be forwarded to Accounts Payable immediately.
In order for an invoice to be paid by Accounts Payable they must have the ORIGINAL invoice from the vendor and the electronic copy of the purchase order signed off by the end user (as noted above). All original invoices must be forwarded to Accounts Payable immediately, (referencing the Purchase Order number) and copy of the invoice will be returned to you.
CREATE A RELEASE TO GENERATE PAYMENT OF AN INVOICE FOR GOODS ALREADY PHYSICALLY RECEIVED:
You may generate a release against the blanket PO and receive the items simultaneously if you already have an Invoice.
Before signing off any items you must:
- VERIFY the prices on the invoice. Changes or corrections can NOT be made once the Release is closed.
- VERIFY that items that have been physically received and/or services are completed before signing off the Purchase Order. Quantities you receive can not be “un-received”. An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
1. Enter Blanket P.O. # assigned to you by Purchasing Services
2. Click Blanket P/O Orders and Receipts ###.
3. Enter the next *consecutive Release #. Click Submit – (Screen should appear blank).
*If release # is unknown – Enter – PODIQ in the next screen – Click – Submit.
4. Enter “A” in the ACT field. (Represents “Add” an item)
5. Enter Item # (beginning with 1).
6. Enter the quantity you are receiving.
7. Enter the quantity actually ordered.
8. Enter the description of goods/services ordered. Please reference the invoice # in the description field also.
9. Enter unit Price (before taxes).
10. Enter Per Unit..e.g. 1, 10, 100, etc.
Repeat steps 5 – 10 for each additional item #.
11. Enter Invoice # in the space provided. (Note – invoice # required by Accounts Payable - Finance Department).
12. Click – Submit
13. Release is Closed will appear on the status line.
An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
PAYMENT OF INVOICES:
All original invoices MUST be forwarded to Accounts Payable immediately.
In order for an invoice to be paid by Accounts Payable they must have the ORIGINAL invoice from the vendor and the electronic copy of the purchase order signed off by the end user (as noted above). All original invoices must be forwarded to Accounts Payable immediately, (referencing the Purchase Order number) and copy of the invoice will be returned to you.
