Prerequisites
Access to ProcureDesk with the necessary permissions to create a blanket purchase order.
Make sure you are on the "standard" side of ProcureDesk.
Step-by-Step Instructions
Initiate a Blanket Order:
To create a blanket purchase order (BPO), go to the order section in the left menu and click on the "Create Order" button, then select "Blanket."
If you do not see this option, contact your company administrator to assign you the necessary access.
Choose Blanket Order Options:
Amount Based: Select this option when the unit cost of the service is unknown, and you need approval for a blanket amount. Example: Catering services for monthly events with varying costs.
Rate Based: Select this option to restrict a vendor to a unit price and overall amount. Example: A marketing consultant charging $100/hour for project-based work.
Add Blanket Order Line Items:
Click on "+ Add item" to add an item. At least one line item is required to create a blanket purchase order.
Fill in Line Item Details:
Description: Provide a brief description of the service you are purchasing.
Account: Select the appropriate chart of accounts. This value defaults from your user profile but can be changed.
UOM: Choose the desired Unit of measurement.
Category: Choose the appropriate category to help identify spending buckets.
Amount: Enter the amount for which you are requesting approval.
Vendor Amount: If you do not want to print the approved amount on the PO, enter the amount you wish to display to the vendor.
If the amount is not different, you can put the same amount or zero in this field.Start and Open till Date: Specify the start and end dates for the service. Invoices can only be submitted within this date range.
Submit for Approval:
After adding all the necessary data, click on "Submit" to send the blanket order for approval.
FAQs and Troubleshooting
Q: What if I don't see the option to create a blanket order?
A: Ensure you have the necessary permissions. Contact your company administrator to assign you access if needed.
Q: How do I know if my blanket order was successfully submitted?
A: You will receive a notification confirming the submission. You can also check the status of your order history in ProcureDesk.
Q: Can I modify the blanket order after submission?
A: Yes. Go to the actions tab and click on the change order option.
Q: Can I create a blanket order for non-recurring services?
A: While possible, blanket orders are best suited for recurring services with variable costs. For one-time services, consider using a standard purchase order.