Create a Retrofit Release against a Blanket Order

  • Updated

A Retrofit Release is used to record a transaction that has already taken place against an existing Blanket Order. Because it is a "Retrofit," Unimarket will create the record for internal accounting and invoicing purposes. But, will not send a new Purchase Order to the supplier.

 

Prerequisites

  • Active Blanket Order: You must have the Blanket Order number available.
  • Remaining Balance: Ensure the Blanket Order has enough remaining funds to cover the retrofit release.

 

Authorization/Notifications

  • Retrofit Release Orders can be submitted by:

    • The creator of the Blanket Order.

    • Users listed in the Available To field on the Blanket Order.

  • The following users assigned the same org unit listed on the Blanket order, will receive release order email notifications:

    • User listed as an Available To, on the blanket order.

    • Creator of the Blanket Order and

    • User who created the retrofit release order.

 

Create a Retrofit Release Order (via Hosted Catalog)

This method is used when purchasing standard items available within the supplier's catalog on Unimarket. That need to draw down funds from the Blanket Order.

  1. Locate Supplier: Go to the Marketplace module > in the Find Supplier field, insert the desired supplier name.

  2. Access Catalog: Hover over the supplier card and click Catalogs.

 

  1. Add to Cart: Select the desired item(s) from the supplier catalog > click Add to Cart.

  2. Go to Checkout: Select the Cart icon in the upper right corner to access the Shopping Cart screen > select Checkout.

  3. Designated Retrofit Status: Check the box titled Retrofit Order.

    • Enter the Order Date. This should be the historical date when the goods or services were actually ordered or received.

    • Ensure the Order Submission field is marked as Do Not Send. To ensure no email or cXML PO is sent to the supplier (to prevent duplicate shipments).

 

  1. Link to BO: On the Checkout screen, insert all applicable information and scroll down to the Blanket Order field. Select the dropdown and choose the desired Blanket Order number. This ensures that the order amount is drawn down from the available funds, on the blanket order. 

  1. Add the items or the dollar amount being recorded.
  2. Ensure the Account Code (FOAPAL) matches the requirements of the Blanket Order. 
    • Note: Depending upon the community's configurations, the account code will automatically populate using the information on the Blanket Order itself.

  3. Submit: Select Checkout at the bottom of the screen.

The retrofit release order number will be assigned and will not route for approval.

 

Create a Retrofit Release Order (via Non-Catalog)

This method is used when purchasing services or non-catalog items, that need to draw down funds from the Blanket Order.

  1. Locate Supplier: Go to the Marketplace module > in the Find Supplier field, insert the desired supplier name.

  2. View Supplier: Hover over the supplier card and click View Supplier.

 

  1. Create Non-Catalog: On the desired supplier detail screen > in the Create icon dropdown > click Non-Catalog.

  1. Complete Form: The Non-Catalog screen will populate. Insert required information in the fields marked with a red asterisk.

  2. Designated Retrofit Status: Check the box titled Retrofit Order.

    • Enter the Order Date. This should be the historical date when the goods or services were actually ordered or received.

    • Ensure the Order Submission field is marked as Do Not Send. To ensure no email or cXML PO is sent to the supplier (to prevent duplicate shipments).

 

  1. Link to BO: Proceed to the Checkout screen, insert all applicable information, and scroll down to the Blanket Order field. Select the dropdown and choose the desired Blanket Order number. This ensures that the order amount is drawn down from the available funds, on the Blanket Order. 

 

  1. Add the items or the dollar amount being recorded.
  2. Ensure the Account Code (FOAPAL) matches the requirements of the Blanket Order. 
    • Note: Depending upon the community's configurations, the account code will automatically populate using the information on the Blanket Order itself.

  3. Submit: Select Checkout at the bottom of the screen.

The retrofit release order number will be assigned and will not route for approval.

 

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