Create a Blanket Order

Blanket Orders allow buyers to purchase goods and services without the need to raise a new purchase Order each time.

• For example, staff member(s) out in the field may pickup items from the store and provide the Blanket Order number, as authorization. The supplier then invoices against the Blanket Order.

Blanket Orders can also be used for services where the exact amount of service, is not known up front.

• For example, the total cost of mechanical repairs will not be known until the work is complete. In this scenario a Blanket Order can be raised for an estimated amount which authorizes the supplier to complete the work. The supplier then invoices the actual amount against the Blanket Order.

To enable Blanket Orders for the community, please reach out to your Unimarket Customer Success Manager.

Additionally, communities can enable/disable buyers to create blanket orders for specific buyers. Community Administrators can enable/disable this feature, by referring to help article Editing a Supplier.

Create a Blanket Requisition

Once enabled, users with the Create Blanket Order role can create Blanket Requisition (that will become a Blanket Order, once approved), by going to the Marketplace module > select dropdown in Create icon > click Blanket Order.

The Create Blanket Order screen will populate.

Order Details Section

The Order Details need to be completed by entering required information marked with a red asterisk. The field details are provided below.

• Description: The name of the Blanket Order.
• Details: Details of the products or services are optional.
• Supplier: The Supplier you would like to create a Blanket Order for (Community Administrators can disable/enable Blanket Orders for individual Suppliers. Only enabled suppliers will appear).
• Amount: The maximum amount you would like approved for the goods or services. You can choose to withhold this from the supplier and set up an Alert Amount. If you want the system to send you an alert when this amount is reached from the Notifications section further down the page
• Valid From: The date the order becomes effective.
• Valid To: The date the Blanket Order closes and users will no longer be able to draw down on it. An Alert Date can also be set in the Notifications section.
• Default Account Code: The default Account Code all Release Orders will use. This can be split between multiple account codes, if Split Account Codes are enabled for your community.
• Allow Release Order Coding: If checked, Release Orders can use different account codes than the one entered here.
• Bill To and Ship To Locations: Where the Order is billed to and shipped to.
• Available To: You can choose which users can create Release Orders to draw down Blanket Order funds and approve invoices against blanket order.

Notifications Section

You can set an array of notification settings for the Blanket Order. The field details are provided below.

• Send to Supplier: Click to send the supplier an email notification when the Blanket Order is approved. Otherwise, only the users listed as Available To field will be emailed. When uncheck the supplier can find the order through the Supplier Portal. 
• Hide Amount from Supplier: If checked, the supplier is unable to see the amount of the Blanket Order and remaining funds.
• Alert Amount: The buyer will be sent an email when the funds available on blanket order drops below the alert amount to the buyer.
• Alert Date: If you set an Alert Date, a notification is sent to the Buyer on this date to remind them of the Expiry Date of the Blanket Order. If you leave the field blank, no notification is sent regarding the expiry.
  

Justification Section

Dependent upon your communities configuration, Justification forms may be required to create a Blanket Order.

• Justification field: Insert desired text.
• Justification Type field: Select the applicable justification form.
• Justification Attachments: Add applicable justification documents by selecting Browse.

Justification notes and attachments do not go to the supplier and remain with the Blanket Order for the approval process.

Approvals Section

• Organization Unit: This is the organization unit the buyer is making the Blanket Order for. It is users to group transactions organization.
• Approval Chain: The approval chain that will be used to approve the Blanket Order.

Once completed, click Create icon at the bottom of the screen. The Blanket Requisition will go into Pending state and sent for approval, using your standard community approval work-flow.

Once approved, the Blanket Requisition will become a Blanket Order and can be viewed on the View Orders screen utilizing Order Type filter, by selecting Blanket. 

Save Option for a Blanket Requisition

Since a high amount of information is required when creating a Blanket Order, you can save your work as needed. Saved Blanket Orders can be completed later from the View Requisitions screen and will also generate an Incomplete Requisition task.

For overview information about Blanket Orders, refer to help article Blanket Order Overview.