Using Blanket Orders

This section provides an overview of blanket orders and discusses how to enter blanket order information and first release blanket order information. It also discusses how to generate first releases to a blanket order.

Page Name	Definition Name	Usage
Contract Page	CNTRCT_HDR	Create a blanket order. You can select Purchase Order, General Contract, or Release to Single PO Only from the contract process options when accessing this page.
Dispatch Supplier Contracts Page	RUN_DISP_POCNT100	Run the Supplier Contract Dispatch/Print SQR Report process (POCNT100) to dispatch contracts, to run the Email Application Engine process (PO_CON_EMAIL), or to run the Contract Dispatch & Email multiprocess job (CONDISP), which runs both processes for order contracts. These processes do not apply to voucher contracts.
Create Releases Page Entering Contract Release Information	CNTRCT_SCHEDULE	Add releases to the blanket order.
Review Staged Releases Page	CNTRCT_RLS_LINE	View the staged purchase order releases for this contract and make changes to them. This functionality is available only when staged releases exist.
Stage Contract POs Page	RUN_PO_POCNTRCT	Run the Purchase Order Contracts process for order contracts.
PO Calculations - Run Controls Page PO Calculations Page	RUN_PO_POCALC1	Enter the run control criteria for the PO Calculations Application Engine process (PO_POCALC) to run the process.
Create Purchase Orders Page	RUN_PO_POCREATE	Enter the selection criteria for the Create Purchase Orders Application Engine process (PO_POCREATE) and run the process.
PO Auto Sourcing - Objectives Page	RUN_PO_AUTOSRC1	Select all of the sources from where you want the purchase orders created.
PO Auto Sourcing - Options Page	RUN_PO_AUTOSRC2	Define autosource options.
PO Autosourcing - Results Page	RUN_PO_AUTOSRC_LOG	Review results of the sourcing process and drill down to the sourcing workbench. See PO Auto Sourcing - Options Page
Dispatch POs Page	RUN_DISP_POPO005	Run the PO Dispatch/Print SQR Report process (POPO005) and dispatch purchase orders to run the Email Application Engine process (PO_PO_EMAIL) or to run the PO Dispatch & Email multiprocess job (PODISP), which runs both processes. You can also dispatch and print purchase orders in an Oracle BI Publisher format.

The two variations of blanket purchase orders are (1) Purchase Order contract process option (new purchase orders are created each time), and (2) Release to Single PO Only contract process option (all releases ultimately are on one purchase order).

In PeopleSoft Purchasing, you can use one purchase order to track the life of a contract. When you create the contract, you assign a purchase order to it and use the single purchase order to track the contract's activity. This is often referred to as a blanket purchase order contract, which buyers, accounts payable departments, and suppliers can use to track activities such as the amount ordered, amount invoiced, and balance remaining on the purchase order.

You can use PeopleSoft Purchasing Release to Single PO Only contracts with transactions that use the PO Calculations process, including:

Requisitions.
Contracts.
Requests that are created by par location replenishment.
Requested purchase orders from PeopleSoft Supply Planning.

When one of these transactions is assigned to a Release to Single PO Only contract by the PO Calculations process, the Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order.

If the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract.

If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order.

If the purchase order was dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Note: Release to Single PO Only contracts cannot be corporate contracts because they are assigned to only one purchase order, and a purchase order can be associated with one business unit only.

Criteria for Assignment of a Blanket Purchase Order to a Transaction

When the Price Calculation process runs, a blanket purchase order contract is assigned to the transaction on the staging table if the following conditions are met:

The transaction business unit, supplier, supplier location, currency, and UOM must match the blanket purchase order.
The user does not select the Define PO check box on the Requisition Selection - Staging page (specific to Release to Single PO Only).
Other existing rules for selecting a contract are met.

Blanket Purchase Order Process Flow Using a Contract to Update a Purchase Order

The following steps outline the blanket order process flow when a purchase order is updated through the contract:

A contract is entered.
You populate the contract header, line, and UOM tables. If you select Release to Single PO Only, you specify purchase order information on the Contract page, and the system populates the Contract-Purchase Order Cross-Reference table, CNTRCT_BPO_XREF.
(Optional) The contract is dispatched.
You use the Automatic Purchasing Sourcing process to create the purchase order. Alternatively, you can run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes individually.
The PO Calculations process performs the following tasks if the contract is Release to Single PO Only:
1. It obtains the appropriate purchase order identifier from the PO_ITM_STG table and assigns it on the staging table PO_ITM_STG_UD.
2. It updates the staging tables with the assigned PO ID.
3. It sets the PO status to In Process, and an error message appears if the purchase order is already in process with a different process instance.
(Optional) You can view the transaction and the purchase order to which it is assigned in the Sourcing Workbench at this point in the process.
The Create Purchase Orders process performs the following tasks if the contract is Release to Single PO Only:
1. It assigns the purchase order line number on the PO_ITM_STG_UD table to match the contract line number.
2. It increments the purchase order schedule number on the PO_ITM_STG_UD table based on the last schedule number on the purchase order.
3. It inserts line items onto the purchase order if they do not already exist.
4. It inserts schedules into the purchase order.
5. If the purchase order is eligible for change order tracking (the PO status is Dispatched or the change order number is greater than 0), the process performs the following steps:
  If a new line is inserted into the purchase order, the process inserts the row into the PO_CHNG_LINE table. It inserts a row into the PO_CHNG_SHIP table. The process changes the PO status if it is Dispatched.
For Release to Single PO Only contracts, you can modify the purchase order with the following limitations:
1. You must add lines to the contract, not the purchase order, to keep the two synchronized.
2. You can add additional schedules to the purchase order and manually update the contract with the added schedules.
3. You can change VAT information and the ship to address or make other modifications.
You use the Automatic Purchasing Sourcing process to create additional contract releases.

Blanket Purchase Order Process Flow Using a Request to Update a Purchase Order

The Blanket Purchase Order feature enables you to assign contracts to requisitions. In addition, transactions in the purchase order staging tables including requisitions, requests from PeopleSoft Supply Planning, and requests from par location replenishment can be assigned to blanket purchase orders if they meet the proper criteria. Here are the steps:

A contract is entered.
You populate the contract header, line, and UOM tables. If you select the Release to Single PO Only option, the system populates the Contract-Purchase Order Cross-Reference table, CNTRCT_BPO_XREF.
(Optional) The contract is dispatched.
You can assign transactions to blanket purchase orders in two ways:
1. You can assign blanket purchase orders by assigning the appropriate contract ID to requisitions at the time of creation.
2. The purchasing staging tables can be populated with transaction data from requisitions, PeopleSoft Supply Planning requests, or par location replenishment requests and you can assign the data to a blanket purchase order if the proper criteria are met.
The PO Calculations process performs the following tasks if you are releasing to a single PO only:
1. It assigns the appropriate purchase order identifier on the staging table PO_ITM_STG_UD.
2. If a blanket purchase order is assigned to a line, the process updates the staging tables with the assign PO ID.
  The PO status is set to In Process and an error message appears if the purchase order is already in process with a different process instance.
(Optional) You can view the transaction and the purchase order to which it is assigned in the Sourcing Workbench at this point in the process.
The Create Purchase Orders process performs the following tasks for Release to Single PO Only:
1. It assigns the PO line number on the PO_ITM STG_UD table to match the contract line number.
2. It increments the PO schedule number on the PO_ITM_STG_UD table based on the last schedule number on the purchase order.
3. It inserts line items onto the purchase order if they do not already exist.
4. It inserts schedules into the purchase order.
5. If the purchase order is eligible for change order tracking (the PO status is Dispatched or the change order number is greater than 0), the process performs the following steps:
  If a new row is being inserted into the purchase order, the process inserts the row into the PO_CHNG_LINE table and a row into the PO_CHNG_SHIP table. The process changes the PO status if it is Dispatched.
You can alter the purchase order with the following limitations (Release to Single PO Only):
1. You must add lines to the contract, not the purchase order, to keep the two synchronized.
2. You can add additional schedules to the purchase order and update the contract manually with the added schedules.
3. You can change VAT information and ship to address or make other modifications.

Modifying a Blanket Order by Modifying the Contract

Use the Contract page to make changes to the purchase order quantity or to add more lines to be released, and then process the purchase order. For Release to Single PO Only, if a line is added or changed to a dispatched purchase order, a change request is generated and the purchase order header status is Approved or Pending Approval, depending on whether approval is required. The stage status changes to In Process.

Modifying a Blanket Order by Modifying the Purchase Order

Use the Maintain Purchase Order - Purchase Order page and Maintain Purchase Order - Schedules page to access and change VAT information and ship to address or to make more modifications. You can also insert additional schedules. When you add a schedule to the purchase order, it updates the contract. If you want to add lines or change item information, you can do that through the contract. For the purchase order contract process option, you can manually add additional lines onto the purchase order. This updates the contract released amounts and quantities.

Modifying a Blanket Order by Using a Requisition

When you create a requisition, you can assign a blanket purchase order to an item on the Details for Line page (or on the line itself). The Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order for Release to Single PO Only, or to the new purchase order for the purchase order contract process option. The following condition relates to Release to Single PO Only: If the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract. If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order. If the purchase order was ever dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Modifying a Blanket Order by Using the PO Calculations Process

If no contract is specified on the transaction and the transaction source is a requisition, a PeopleSoft Supply Planning request, or a par location replenishment request, the PO Calculations process searches for the most recent effective contract for the determined supplier. The process can assign a blanket purchase order if the proper criteria are met.

When the PO Calculations process assigns one of these transactions to a blanket purchase order, the Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order for Release to Single PO Only, or to the new purchase order for the purchase order contract process option. Regarding Release to Single PO Only, if the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract. If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order. If the purchase order was ever dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Receiving, Matching, and Paying Blanket Orders

You receive, match, and pay blanket orders using the same processes that are used for other purchase orders that are generated in PeopleSoft Purchasing.

Use the Contract page (CNTRCT_HDR) to create a blanket order.

You can select Purchase Order, General Contract, or Release to Single PO Only from the contract process options when accessing this page.

Navigation:

Procurement Contracts > Add/Update Contracts > Contract

To enter blanket order information:

Access the PO Line Pricing Info page.
Default values appear on this page.
(Optional) Enter maximum line quantity and amount values.

Note: For Release to Single PO Only, enter the purchase order information that is in the Purchase Order Information group box.
Save the contract.
PO ID link becomes available in the Purchase Order Information group box
(Optional) Run the Supplier Contract Dispatch/Print process to dispatch the contract.

Navigation:

Procurement Contracts > Add/Update Contracts > Contract

To enter first release blanket order information:

Select the item for which you want to create a release.
Use the Create Releases page (CNTRCT_SCHEDULE) to add releases to the blanket order.
Navigation: Procurement Contracts, Add/Update Contracts, Create Releases.
- Lead time for the item.
- (Optional) Due time for the item.
- Quantity to release.

Enter the following information in the Blanket Purchase Order group box.

This information is required for initial releases, unless otherwise stated. Fields in this group box appear only after you save.

Field or Control	Description
PO Business Unit (purchase order business unit)	Select the PeopleSoft Purchasing order contract business unit for the release.
PO ID (purchase order ID)	Displays the unique identifier for the purchase order.
Currency	Select the currency for the blanket order. The default for this field is based on the value that is defined for the purchasing business unit.
Rate Type	Select the currency rate type.
Supplier Location	Select the supplier location for the purchase order. This overrides the supplier location that is defined in the contract defaults.
PO Reference (purchase order reference)	(Optional) Enter reference information.
Origin	Select the origin for the purchase order. This field is optional.

Complete the fields in the Release Schedule group box.
Repeat steps 1–4 for each additional line on the contract.

To generate first releases to a blanket order:

Perform the procedure for entering first-release blanket-order information.
On the Create Releases page, click the Calculate Dates button to supply the schedule release date information based on the information that you enter in the Release Schedule group box.
Click the Stage button to stage the releases to the contract.
Use the Review Staged Releases page (CNTRCT_RLS_LINE) to view the staged purchase order releases for this contract and make changes to them. This functionality is available only when staged releases exist.
Click the Review Staged Releases link on the Create Releases page.
Save the release information to the contract.
Run the following processes in the order listed:
1. Purchase Order Contracts.
2. PO Calculations.
  After this process runs, you can view the assigned PO ID in the Sourcing Workbench if you want.
3. Create Purchase Orders.
  
  Note: When you release to a single purchase order and you delete a line from the purchase order, you can rerelease the contract line. However, if you cancel the line on the purchase order or if the purchase order line is closed, the line cannot be released again from the contract.
  
  Warning! If you cancel the purchase order that is associated with the Release to Single PO Only contract, the system cancels the contract. This applies only if you have selected the Release to Single PO Only process option on the Contract page.
4. (Optional) Automatic Purchasing Sourcing.
  This process enables you to run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes from the same run control page in the appropriate order.
5. PO Dispatch/Print.
  The report includes the header, release number, total amount, open amount, and remaining (open) quantities on the contract.