Order Report: Understanding Order Types & Retrofit Status

  • Updated

When performing a Spend Analysis, the "Order Type" and "Is Retrofit" columns are the most critical filters. They tell you not just what was bought, but how the purchase process was initiated. Use this guide to understand the six primary combinations found in your Order Report.

 

Core Definitions

  • Standard: A one-time purchase for specific goods or services.
  • Blanket: A standing agreement or authorized spend limit for a set duration.
  • Release: An order that "draws down" or deducts funds from an existing Blanket Order.
  • Retrofit (Y): An "after-the-fact" purchase where the invoice was received before the Purchase Order (PO) was created.
  • Non-Retrofit (N): The standard "PO-First" process where the order was issued before the supplier billed.

 

Spend Analysis Strategic Tips

Auditing Compliance (The "Retrofit" Check)

  • Target: Filter for any type where Retrofit = Y.
  • Insight: These represent "After-the-Fact" spend. If your institutional policy requires a PO before a purchase, high volumes here indicate a need for user training or stricter approval rules.

 

Monitoring Standing Agreements

  • Target: Filter for Blanket and Release (Standard or Retrofit).
  • Insight: Use this to compare the total value of the Blanket Order (The "Blanket" type) against the total of all associated "Release" orders. This helps you see how quickly your standing budgets are being consumed.

 

Supplier Performance

  • Target: Filter by Supplier + Retrofit = Y.
  • Insight: If a specific supplier is consistently associated with Retrofit orders, it may indicate they are bypassing your procurement office and going directly to end-users, which can lead to pricing inconsistencies and budget surprises.

Note: For a full list of all order columns including Account Codes and Org Units, please refer to the primary Order Report Guide.

 

Order Type Logic Table

Order Type CategoryRetrofit StatusDefinition / Trigger
StandardNStandard Flow: Approved orders initiated by a Buyer through a standard requisition. This is the preferred "PO-First" procurement path.
StandardYRetrofit Flow: Orders created directly from an invoice, or standard orders manually marked as "Retrofit" by the user (common with "Lite" suppliers).
BlanketN/ANew/Updated Agreements: Reflects newly approved blanket orders or approved "Change Orders." The created date represents the date the agreement or change was approved.
Standard ReleaseNBuyer-Initiated Release: A user entered a standard requisition and charged it against an existing Blanket Order (PO-First).
Standard ReleaseYRetrofit Release: A user entered a standard requisition, marked it as a retrofit, and charged it to a Blanket Order; OR an invoice was posted directly against a blanket.
Retrofit ReleaseYInvoice-Initiated Release: Specific release orders that were initiated directly from an invoice entered against a Blanket Order, and routed to the Buyer for acceptance.