Using Blanket Orders

The Blanket Order feature provides communities with the ability to create a blanket (or contract) order for the provision of unspecified products and services to one supplier over a specified time-frame.

The blanket order is pre-approved using the standard approval process and then products and services are provided on a purchase-on-demand basis. Upon submitting purchase order with the specified supplier, users will draw down the funds allocated to 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. For additional information, refer to help article Editing a Supplier.

 

For additional information about Blanket Order feature, please refer to mentioned help articles below:

• Creating a Blanket Order - Allow buyers to purchase goods and services without the need to raise a new purchase order each time.
• Making Changes to Blanket Orders - After a blanket order is created, the creator of the blanket order or a Community Administrator can edit the access (users included in the Available To field). If Edit Blanket Orders is enabled for the community, the creator and a Community Administrators can also change the dates. However, only the creator of the blanket order can increase or decrease the amount.

Note: If a user does not see the option to make desired changes, in the More Actions menu. Check to make sure a buyer group is assigned to the supplier of the blanket order.

• Drawing Down Using an Invoice - Invoices submitted by the supplier via their profile and invoices, against the blanket order are routed to delegated approver(s), for approval. Once the invoice is approved, a matching release order is automatically generated. That draws down the funds allocated to the blanket order.
• Drawing Down Using a Release Order - Authorized buyers can create a release order which draws down the funds allocated to the blanket order. Release orders do not require further approval.
• Approving Blanket Order Invoices - Users with access to the blanket order (including users in the Available To field for the blanket order) have the ability to view and approve invoices on the Blanket Order.
• Blanket Order Credits

 

A Release Order is a PO submitted against a Blanket Order. The creator of the Blanket Order and Available To users, can submit a Release Order. For goods and/or services from the supplier assigned to the Blanket Order via hosted catalog, Non-Catalog ad/or Roundtrip.

The Release Order amount will drown down from the Funds Available of Blanket Order, upon submission.

 

Create A Release Order - Hosted Catalog

To create a Release Order for the designated supplier of a Blanket Order, go to the Marketplace module > in the Find Supplier field, insert the desired supplier > hover over to the supplier card, click Catalogs.

 

The supplier catalog screen will appear > select desired items > click Add to Cart > once completed, select the Cart icon in the upper right corner.

 

The Shopping Cart screen will populate > select Checkout.

The Checkout screen will appear to insert all the applicable information and scroll down to the Blanket Order field, select the dropdown and choose the desired Blanket Order number

 

Once completed, select Checkout at the bottom of the screen. The Release Order number will be assigned and will not route for approval. 

 

 

Create A Release Order - Non-Catalog

To create a Release Order for the designated supplier of a Blanket Order, go to the Marketplace module > in the Find Supplier field, insert the desired supplier > hover over to the supplier card, click View Supplier.

 

The desired supplier detail screen will appear > in Create icon, select the dropdown > click Non-Catalog.

 

The Non-Catalog screen will populate to insert required information in the fields marked with a red asterisk. For additional information about creating a Non-Catalog item, refer to help article Create a Non-Catalog Order. 

Once on the checkout screen, insert all the applicable information and scroll down to the Blanket Order field, select the dropdown and choose the desired Blanket Order number

 

Once completed, select Checkout at the bottom of the screen. The Release Order number will be assigned and will not route for approval. 

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

 

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.

Note: The email notification for Blanket Orders are sent separately to the supplier due to the options available. Buyers will always get the full version, while the supplier will get what the buyer has selected during creation.

 

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

Users with access to the blanket order (including users in the Available To field of the blanket order) have the ability to view and accept invoices on the Blanket Order.

 

Accept/Reject a Blanket Order Invoice

From the Task Menu

To Accept/Reject Blanket Order invoice from the Tasks menu, go to Tasks menu > select Tasks tab > click Invoices.

 

The Accept/Reject Invoices screen will populate > in the Invoice Number field, enter the invoice number or enter the blanket order number in the Blanket Order Number > select Search > click Accept/Reject.

 

The Invoice for the Blanket Order screen will populate. 

• Show Lines With Errors Only: When checked, the lines will be hidden. To submit accept the invoice, the box must be unchecked.
• Account Code: The invoice will default to the account code on the blanket order. Unless the creator selected Allow Release Order Coding box when creating the Blanket Order. In which case, you will be able to change the account codes if needed.
• Work Order: Select work order, if applicable.
• Reason: Insert message in text box, if desired

Once completed, select Accept, Reject or Cancel (no action will occur).

The value of the Accepted Invoice will be subtracted from the Blanket Order amount and the remaining Funds Available can be viewed on the Blanket Order.

 

From the Invoice Screen

To Accept/Reject Blanket Order invoice from the Invoice Screen, go to Marketplace module > select Transactions > in the Search Invoices/Orders field, insert the invoice number. Or customize the search by utilizing Filters.

 

Once the invoice is located, select the invoice number > select Accept/Reject.

 

The Invoice for the Blanket Order screen will populate. 

• Show Lines With Errors Only: When checked, the lines will be hidden. To submit accept the invoice, the box must be unchecked.
• Account Code: The invoice will default to the account code on the blanket order. Unless the creator selected Allow Release Order Coding box when creating the Blanket Order. In which case, you will be able to change the account codes if needed.
• Work Order: Select work order, if applicable.
• Reason: Insert message in text box, if desired

Once completed, select Accept, Reject or Cancel (no action will occur).

The value of the Accepted Invoice will be subtracted from the Blanket Order amount and the remaining Funds Available can be viewed on the Blanket Order.

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

 

If the Blanket Order setting is enabled within the community, Edit Blanket Order is another feature that can be enabled. Edit Blanket Orders does not need to be enabled to edit access (users included in the Available To field).

To enable Edit Blanket Order, please reach out to your Unimarket Customer Success Manager.

This feature allows users with the Create Blanket Order role and the approver(s), the ability to edit dates. However, only the creator of the Blanket Order can increase and decrease the amount.

If the change is made during the approval process (while classified as a Blanket Requisition), the requisition will continue to move forward to become a PO (e.g. Blanket Order).

If this change is made after the PO (e.g. Blanket Order) has been created, a new blanket order number will be generated. Carrying over any existing release orders and invoices.

 

Edit Access

The creator (buyer) of the blanket order and Community Administrators (with or without the Create Blanket Order role) can add additional users in the Available To section. Users in the Available To field can create release order or accept invoices against the blanket order. 

To Edit Access, go to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > select More Actions > click Edit Access > a pop-up box will appear > in the Available To field, insert the desired user(s) > select OK.

 

Edit Buyer

The creator (buyer) of the blanket order, can be edited from the original buyer. For the instances, when the original buyer has left the organization or has moved into a different department. And the ownership of the blanket order needs to be taken over by another user.

The creator of the blanket order and Community Administrators (with the Create Blanket Order role) can edit the buyer, by going to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > in the Buyer field, click Edit > a pop-up box will appear > in the Buyer field, select the dropdown to choose the desired user > in the Note field, insert required message > select OK.

 

Edit Dates

Blanket Order dates can be extended or shortened by editing the Valid From and/or Valid To dates.

Note: Dates can be edited on a blanket order, if all are true: The order is not currently being edited (e.g. there isn't an open requisition awaiting approval to increase the limit) The order state is currently Open Blanket Orders and Edit Blanket Orders features are enabled Action is performed by the creator of the Blanket Order or a Community Administrator (with the Create Blanket Order role) The supplier is not disabled The user and supplier share a buyer group The supplier is Connected

 

The creator (buyer) of the blanket order, the approvers, and Community Administrators (with the Create Blanket Order role) can Edit Dates, by going to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > click More Actions > select Edit Dates > a pop-up box will appear > in the Valid From and/or Valid To date, select desired date(s).

Additionally, the alert date can be updated in the Alert Date field > select OK.

 

Once completed, a new blanket order number will be generated. Carrying over any existing release orders and invoices.

 

Increase Amount

The creator (buyer) of the Blanket Order can increase the amount, by going to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > select More Actions > click Edit Amount.

 

The Edit Amount pop-up box will appear > in the Edit Type field, select Increase Amount > in New Amount field, insert the new amount > insert information in the Justifications fields, if required by the community > select OK.

 

Once completed, an alert box will appear at the top of the screen confirming the increase amount.

 

The change will create a new blanket requisition that routes for approval, for the new total amount. Once the increase amount is approved, all existing release orders and invoices will be carried over to the new blanket order number.

To make things easy for suppliers, they are informed of the changes. But can still invoice against the original blanket order number. The invoices will be routed to the most current version of the Blanket Order automatically.

 

Decrease Amount

A decrease in the amount to a blanket order may be useful to bring the balance of a blanket order down to zero, to close out the order.

The creator (buyer) of the Blanket order can decrease the amount, by going to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > select More Actions > click Edit Amount.

 

The Edit Amount pop-up box will appear > in the Edit Type field, select Decrease Amount > in New Amount field, insert the new amount > select OK.

 

Once completed, an alert box will appear at the top of the screen confirming the decreased amount and a new order number will be generated. This change will not be routed for approval because no additional funds were required.

 

Close a Blanket Order

The creator (buyer) of the Blanket Order, users with the Create Invoices role and Community Administrators (with or without the Create Blanket Order role), can close a blanket order. By going to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > select More Actions > select Close > a pop-up box will appear > in the text box, enter desired message > click OK.

Note: For additional Blanket Order Overview information, refer to help article Blanket Order Overview.

 

The buyer of the Blanket Order, users with the Create Blanket Order role and Community Administrators, can copy a Blanket Order.

 

Copy a Blanket Order

To copy a Blanket Order, go to the Marketplace module > select Orders > in the Search Order Number field, insert the order number or customize search by utilizing Filters. 

 

Once the order is located, select the order number > the Blanket Order view screen will populate > select More Actions > click Copy. 

 

 

Once completed, the Create Blanket Order screen will populate and will pull the details from the copied Blanket Order.

The Valid From Date will update to the current date but be edited, if desired. You will need to enter the Valid To Date.

Changes to the Bill To/Ship To, Default Account Code and other Blanket Requisition fields, can be edited if desired.

Once completed, select Save and the Blanket Requisition will routed for approval. 

Note: For additional information about creating a Blanket Order, refer to help article Create a Blanket Order.

 

 

At times, communities may need to apply a credit to a new Blanket Order. To do so, the Blanket Order Credits must be enabled.

To enable the Blanket Order Credits setting, please reach out to your Unimarket Customer Success Manager.

Once the Blanket Order Credit invoice (negative amount) is submitted against the Blanket Order, an Invoice Acceptance task will generate for the Available To member(s) to accept and apply the credit against any Retrofit Release Order (a by-product of the credit) of the Blanket Order.

Upon acceptance, Unimarket will add back the credit to the Available Funds of the Blanket Order.

Note: This does not apply to credits applied directly to a Release Order, under a blanket order.

The Blanket Order Credit setting must be enabled before a credit against a Blanket Order is created. To ensure, the credit funds are included in the Available Funds of the Blanket order.

If the community has an existing Blanket Order and desires credit funds to be included in the Available Funds, a new version of the Blanket Order must be created. By copying the existing Blanket Order or recreating a new Blanket Order with the same details.

 

Create Blanket Order Credit

Users with the Create Invoices role can create a blanket order credit invoice, by going to the Marketplace module > select Orders > in the Search Order Number field, enter the desired Blanket Order number. Or customize search by selecting Filters > in Order Type field, select Blanket > click Apply Filter.

 

The Invoice screen will populate > in the Invoice Number field, enter the new credit invoice number. This credit invoice number must be unique. Duplicate invoice numbers will result in an error. If the user need to use the same invoice number, we recommend appending a "C" to the end of the original invoice number, indicating the credit.

 

Insert the invoice date in the Invoice Date field > In the Item field, insert the item you desire to credit. To add additional lines to credit, click Add Lines. 

• In the Quantity field, enter a NEGATIVE quantity indicating number of items credited.
• In the Unit Price field, enter a POSITIVE dollar amount.
• If you are crediting shipping, enter the shipping as a NEGATIVE dollar amount in the Shipping field under the Subtotal field.

 

Once completed, select Submit Invoice. 

 

The submitted credit will go into a Pending Initial Acceptance, awaiting the Available To users to accept and apply credit to the Available Funds. 

 

Accept/Reject Credit

The Available To users of the Blanket order will receive an Invoice Acceptance task to Accept/Reject the credit. 

To accept/reject the credit, go the Tasks menu > select Tasks tab > click Invoices. 

 

The Accept/Reject Invoices screen will populate > locate the invoice number in the list or customize search by utilizing the Blanket Order Number field. Once located, select Accept/Reject.

 

The specific credit screen will populate. In the Order Search field, select the dropdown to choose the Release Order to credit > in the Reason field, insert the desired message > select Accept, Reject or Cancel (no action will occur).

 

Once a Credit Invoice has been Accepted, the Finds Available will updated to include the Credit Invoice amount.

 

Invoice credits submitted against Blanket Order, will perform as follows:

• • If the invoice total is a negative (i.e. a credit) the available funds on the Blanket Order will increase
  • If Include Shipping and Include Tax are enabled by the community, Unimarket will credit the Invoice Total back to the Blanket Order.
  • If Include Shipping is enabled, and Include Tax is disabled by the community, Unimarket will credit the Invoice Subtotal and the Shipping value to the Blanket Order.
  • If Include Shipping and Include Tax are disabled, Unimarket will credit the Invoice Subtotal only to the Blanket Order.

Note: The Available Funds cannot be more than the original Blanket Order approved amount. If the credit is greater than the original amount, the Available Funds will be limited to the original amount. For example: the Blanket Order amount is $10000, Available Funds $8000, credit invoice is $3000. So the set Available Funds will be $10000.

 

Order Export

Users without a specific role, can view the Blanket Order Available Funds utilizing the Order Export feature. The Blanket Order report includes the requisition number and users (enabled and disabled) listed in the Available To field of the Blanket Order.

Upon receipt of an invoice from a supplier, users with the Create Invoice role can create invoices against a blanket order. Once submitted, the invoice will route to the blanket order creator and delegated approvers, for approval. 

If approved, a matching release order is automatically generated which draws down the approved invoice amount from the Available Funds on the blanket order.

An invoice can be submitted for a Blanket Order past the Valid To date. As long as:

• The invoice date is between the Valid From and Valid To date of the Blanket order and
• There are still Available Funds on the Blanket Order.

Create An Invoice

Users with the Create Invoice role, can create an invoice against a Blanket Order, by going to the Marketplace module > select Orders > In the Search Order Number field, insert the blanket order number or customize search by using Filters > in the Order Type field, select Blanket. 

 

Once the Blanket Order is located, select the order number > click Invoice Order.

 

The Invoice screen will populate, to enter required information in the fields marked with a red asterisk.

If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, hover over the encircled "i" on the right side of Remittance Address field.

 

Enter the first line item with its Quantity, Unit Price, Unit of Measure and tax (if applicable). To add additional lines select Add Lines. Once all lines are added you can additionally add Comments, Shipping and Shipping Tax if applicable. 

Once completed, Submit to route the invoice for approval. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.

Note: For additional Blanket Order Overview information, refer to help article Blanket Order Overview.