Blanket Purchase Order Details

The Blanket Purchase Order Information pane is displayed along the left side of the page and contains information that was entered when the blanket PO was created. Some of these fields are editable, as noted in the list below. The pane also contains a running total of the costs associated with the releases that have been made against the blanket PO, indicating how much has been spent and what the remaining balance is.

In the gray pane, the following fields are displayed:

• Blanket PO Number – the unique ID number for the blanket PO

• Description – the general description of the blanket PO; editable

• Status – the status of the blanket PO, for example, Open or Approved; the system automatically updates the status; editable

• Vendor – the name of vendor who is supplying the items

• Vendor Address – the vendor's billing address

• Warehouse – the default warehouse for all PO releases created against this blanket PO; editable

• Start Date – the date when this blanket PO begins; editable
• End Date – the date when this blanket PO expires; editable

• Requested By – the name of the user who requested the blanket PO; editable

• Created By – the name of the user who created the blanket PO
• Created Date – the date when the blanket PO was created

• NTE Amount– the maximum total costs that should be billed against this blanket PO; editable

• Remaining Balance – the amount left to be spent against this blanket PO (NTE Amount - Total Amount)

• Total Amount – the total amount that has been spent so far against this blanket PO (sum of the PO Release Total amounts for all releases)

  Note:

  If the total amount on all PO releases exceeds the NTE amount, the remaining balance will be a negative number.

The Blanket PO Rollup pane contains a list of all PO releases that have been made against the blanket PO, listed in order of PO number. For each PO release the following information appears:

• PO# – the PO number of the PO release; clicking this link opens the Purchase Order Details page.
• Date – the date associated with the PO release (usually the date it was created)
• Requested By – the name of the person who requested the PO release
• Property – the property at which the items are needed
• Status – the status of the PO release, for example, Open or Approved; the system automatically updates the status
• Request – the request ID of any work order associated with the PO release; clicking this link opens the Request Details page
• PO Release Total – the total amount of all material and service items on the PO release

The File Attachments pane allows you to attach files from your hard disk, such as spending guidelines or a copy of a contract, to a blanket purchase order.

To attach a file:

1. Click the Browse button to locate a file to attach.

   A dialog box opens allows you to locate the file you want to attach. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

2. Select the file and click the Open button.

   The name of the selected file appears.

3. Click UPLOAD FILE.

   If you want to delete an attached file, click the associated DELETE button.

Each uploaded file appears at the bottom of the pane as a link. The data/time the file was attached is displayed along with the name of the user who attached the file. If you click a file name, the file opens if you have the appropriate application or plug-in to view it.

The Blanket PO History pane maintains an audit trail of everything that has happened to the blanket PO, containing one entry for each update made. For example, an entry is made when the blanket PO is created as well as when edits are made to the blanket PO. Updates are listed in chronological order with the initial updates at the top of the list and the most recent updates at the bottom.

The purchase order history information cannot be modified. For each entry it displays:

• Type – the type of entry

• Comments – any comments made by the user when updating the blanket PO and/or any comments generated by the system when an action occurs, such changing the status

• Updated By – the name of the person who made the update

• Update Date – the date and time the update was made