(Old) Blanket Orders

A “Blanket Order” is a special type of Direct Charge that can be used to encumber an amount of money to be payed down over a period of time using multiple invoices. Blanket orders do not link to a line item or a bibliographic record.

• The Blanket Order direct charge should only be added to purchase orders.
• A purchase order with a Blanket Order can also have line items.
• A purchase order can have multiple Blanket Order charges.
• A Blanket Order charge is considered open until its purchase order is “finalized” (received).
• “Finalizing” a purchase order changes the purchase order’s status to received (assuming there are no pending line items on the purchase order) and fully disencumbers all Blanket Order charges on the purchase order by setting the debit amount to $0 on the original debit for the charge.

Creating a Blanket Order

1. Create a purchase order by going to Acquisitions => Create Purchase Order.
2. Fill in the initial form.
   • Ordering Agency will default to the working location.
   • Enter a name for the purchase order if you choose. The purchase order name must be unique and should be 10 characters or less.
   • Select the Provider for the order. This box is a typeahead box. Start typing and select from the list that appears.
   • If prepayment is required for this order, check off the Prepayment Required box. Otherwise, leave it blank.
3. Click Save.
4. In a purchase order click New Charge at the bottom of the purchase order.
5. In the Charge Type drop down, select Blanket Order
6. Select a fund in the Fund drop down
7. Enter a Title/Description (optional but a good way to track what the expenditure was for as this field can be referenced in reports)
8. Enter an Author (optional)
9. Enter a Note (optional)
10. Enter the Estimated Cost of the blanket order. This is the total amount you expect to pay. This amount will be paid down over time.
11. Click Save New Charge to save the charge to the purchase order. You must save each charge you add.
    • You can add additional charges by clicking the New Charge button.
    • To remove a charge click on the red X to the right of the charge.
12. When you have finished adding charges activate the purchase order by clicking on the Activate Order button.
    • The estimated cost for the purchase order will be encumbered and a Finalize Blanket Order button will appear in the purchase order.

Invoicing Blanket Orders

When an invoice for a blanket order is received

1. Pull up the purchase order that the invoice will be applied to.
2. Click the Create Invoice button in the top part of the purchase order.
   • The charges will be pulled into the invoice.
3. Fill out the top of the invoice form.
   • If this is the final invoice for the blanket order, select the Final Invoice for Blanket Order option. When the invoice is closed this will cause the purchase order to be marked as Received and any remaining encumbrance will be dropped returning the unspent money to the fund.
   • If this is NOT the final invoice for the blanket order, leave the the Final Invoice for Blanket Order box UNchecked.
4. If there are any charges not associated with the paper invoice, remove them by clicking the Delete link to the right of the charge.
5. Fill in the Billed and Paid amounts in the charge.
6. Click Close.

When a purchase order needs to be finalized without a final invoice

1. Retrieve the purchase order for the blanket charge you need to finalize.
2. Click on the Finalize Blanket Order button on the purchase order.
   • This will drop any remaining encumbrance and mark the purchase order as received.