DoIT TRAINING CENTER OFFICE OF INFORMATION … Purchase Orders.pdfOIT Training Department Creating an Agency Blanket Purchase Order Data Entry Steps: 1. TAB until the cursor is located

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DoIT TRAINING CENTER

OFFICE OF INFORMATION TECHNOLOGY

ADPICS Blanket Purchase Order

Financial Management Information System

ADPICS – Blanket Purchase Order ProcessingOIT Training Department

Table of Contents Page Course Description 1 Creating Agency Blanket Purchase Orders 2 Creating Releases Against Blanket Purchase Orders 41 Creating a Release Against a Blanket Purchase Order

42

Viewing Releases Against a Blanket Purchase Order

53

Creating Renewals for Blanket Purchase Orders 57 Creating Blanket Purchase Order Change Orders 67 Creating a Blanket Purchase Order Change Order 68 Viewing the Results of a Posted Blanket Purchase Order Change Order

81

Creating a Document Cancellation Change Order 83 Blanket Purchase Order Inquiries 89 BPO by Commodity Inquiry 90 Blanket Purchase Order Releases by Agency Inquiry

99

Renewals by BPO Inquiry 104 Purchase Orders/Contracts by Vendor Inquiry 109 Change Order Inquiry 115 Blanket Purchase Order Screen List 119

Department of Budget & Management (i)


Course Description Training Time: 4 Hours Prerequisites: Introduction and Navigation

Requisition Processing Purchase Order Processing Topic Overview: This course covers the following topics:

1. Agency Blanket Purchase Orders 2. Releases Against Blanket Purchase Orders 3. Blanket Purchase Order Renewals

4. Blanket Purchase Order Change Orders 5. Blanket Purchase Order Inquiries

Attendees: It is recommended that all individuals responsible for

the creation and processing of blanket purchase orders attend this course.

Objectives: Upon completion of this course, the employee will be

able to perform the following tasks: 1. Create an Agency Blanket Purchase Order 2. Create a Release Against a Blanket Purchase

Order 3. Create a Blanket Purchase Order Renewal 4. Create Blanket Purchase Order Change Orders 5. Perform Blanket Purchase Order Inquiries

Department of Budget & Management (1)


Creating Agency Blanket Purchase Orders



Creating an Agency Blanket Purchase Order

To use menus to access the Blanket Purchase Order (2342) screen, start by pressing F2 to access the Procurement Transactions Menu (2000) screen.




Press F5 to access the Blanket Purchase Order (2342) screen.



Creating an Agency Blanket Purchase Order – Default Values

Default values are used whenever possible to minimize the amount of required data entry. The following fields have default values: DEPT: Defaults to the department ID defined on the user’s Primary User Security (7600) screen.

GRAPHICAL PRINT: Defaults to “Y” (yes). PURCHASING TYPE: Defaults to “BP” (blanket purchase order). INTERFACE TYPE: Defaults to “BP” (no encumbrance). DGS BPO (Y/N): Defaults to “N” (no) and indicates that the blanket purchase order is an agency blanket purchase order. User must have security to change this field to “Y” (yes) to create a DGS blanket purchase order.

ACTION INDICATOR: Defaults to “N” (not posted). DBM BPO (Y/N): Defaults to “N” (no) and indicates that the blanket purchase order is an agency blanket purchase order. User must have security to change this field to “Y” (yes) to create a DBM blanket purchase order.

MULTI‐YEAR: Defaults to “N” (no). RETAIN: Defaults to “N” (no). REFERENCE: Defaults to “N” (no). F.O.B. POINT: Defaults to “DEST” (destination). ALLOW REF: Defaults to “N” (no). MINORITY SUB (Y/N): Defaults to “N” (no). Flag will automatically change to a “Y” (yes) if subcontractors are added to the blanket purchase order.

LIMIT REF EXP DT: Defaults to “Y” (yes). PRINT SWITCH (L/P): Defaults to “P” (portrait). Flag can be changed to “L” (labels) to print labels.



Creating an Agency Blanket Purchase Order – Required Fields

In addition to the fields that contain default values, data must be entered in the following required fields: VENDOR ID: A valid vendor ID must be entered. F7‐VEN SEL can be pressed to select the vendor from the Vendor Table Inquiry (1200) screen. The vendor ID should default if the blanket purchase order has been through the bidding process. BUYER ID: A valid buyer ID must be entered. EFFECTIVE DATE: Enter the date the contract becomes effective. COMMODITY CONTROL: Enter an “F” (full) to indicate releases must fully match the blanket purchase order commodity ID, or enter a “P” (partial) to indicate releases can partially match the blanket purchase order commodity ID. LEVEL: Leave this field blank if the COMMODITY CONTROL field contains an “F” (full). If the COMMODITY CONTROL field contains a “P” (partial), enter a “1” to indicate releases must match the first 5 characters from the blanket purchase order commodity ID, or enter a “2” to indicate releases must match the first 11 characters from the blanket purchase order commodity ID. EXPIRATION DATE: Enter the date the contract expires.



Creating an Agency Blanket Purchase Order – Selecting a Vendor

Data Entry Steps: 1. When the Blanket Purchase Order (2342) screen is accessed, the cursor is

located in the VENDOR ID field. Enter the vendor ID of the vendor providing the goods/services, or press F7‐VEN SEL to select the vendor from the Vendor Table Inquiry (1200) screen. For this exercise, press F7‐VEN SEL.



Creating an Agency Blanket Purchase Order – Vendor Table Inquiry

The Vendor Table Inquiry (1200) screen lists all vendors in alphabetical order. When this screen is accessed from the Blanket Purchase Order (2342) screen, the first vendor in the vendor file is displayed. Instead of scrolling through the vendors page by page using F8‐NEXT PAGE and F7‐PRIOR PAGE, a search for a specific vendor name can be initiated. Partial search names can be entered.

Data Entry Steps: 1. In the first row under the VENDOR NAME column, enter the vendor name to be searched, and erase any remaining characters to the right of the cursor. For this exercise, enter “office”.

2. Press ENTER to search for the specified vendor.



Creating an Agency Blanket Purchase Order – Returning a Vendor

When ENTER is pressed, the system retrieves the vendor name specified. If an exact match is not found, the closest match is displayed. F2‐SELECT is used to find out more information about a selected vendor. The system transfers to the Vendor Table Maintenance (5200) screen. F6‐RETURN is used to return a selected vendor back to a document header screen.

Data Entry Steps: 1. TAB under the S column next to the vendor’s name, and enter an S. For this exercise, select “Office Depot, Inc.”.

2. Press F6‐RETURN to return the selected vendor back to the Blanket Purchase Order (2342) screen.




When F6‐RETURN is pressed from the Vendor Table Inquiry (1200) screen, the system returns the selected vendor to the Blanket Purchase Order (2342) screen. Notice that the vendor ID, name, and address are now displayed on the screen. When the selected vendor is returned to the Blanket Purchase Order (2342) screen, the cursor is located in the BP0/CONTRACT ID field.




Data Entry Steps:

1. TAB until the cursor is located in the BUYER ID field, and enter a valid buyer ID. For this exercise, enter “RBXX” (xx = last 2 digits of your training log‐on ID).

2. TAB until the cursor is located in the EFFECTIVE DATE field, and enter the date the contract becomes effective (in MMDDYY format). For this exercise, enter today’s date.

3. TAB until the cursor is located in the COMMODITY CONTROL field, and enter an F (full), or enter a P (partial). For this exercise, enter “P”.

4. The cursor will advance to the LEVEL field. If the COMMODITY CONTROL field contains an “F” (full), leave this field blank. If the COMMODITY CONTROL field contains a “P” (partial), enter a 1 to indicate releases must match the first 5 characters from the blanket purchase order commodity ID, or enter a 2 to indicate releases must match the first 11 characters from the blanket purchase order commodity ID. For this exercise, enter “1”.

5. In the EXPIRATION DATE field, enter the date the contract expires (in MMDDYY format). For this exercise, enter 5 years from today’s date.

6. Press F10‐SAVE to save the transaction.




When F10‐SAVE is pressed, the system edits the data entered on the Blanket Purchase Order (2342) screen. If no errors are found, the system automatically transfers to the Blanket Purchase Order Detail (2348) screen displayed above. The Blanket Purchase Order Detail (2348) screen allows commodities to be entered onto the blanket purchase order. If the blanket purchase order was awarded through the bid process, then the commodities will already be attached to the blanket purchase order and will be displayed on the Blanket Purchase Order Detail (2348) screen.

Document ID:

Record the system generated document ID below:

____________________________



Creating an Agency Blanket Purchase Order – Selecting a Commodity

Data Entry Steps: 1. TAB until the cursor is positioned on the first blank line under the S

column, and enter an S. 2. Press F2‐SELECT to access the Commodity Table Inquiry (1100) screen.



Creating an Agency Blanket Purchase Order – Commodity Table Inquiry

The Commodity Table Inquiry (1100) screen lists all commodities in alphabetical order. When this inquiry is accessed from the Blanket Purchase Order Detail (2348) screen, the first commodity in the commodity file is displayed. Instead of scrolling through the commodities page by page using F8‐NEXT and F7‐PRIOR, a search for a specific commodity name can be initiated. Partial search names can be entered.

Data Entry Steps: 1. In the first row under the COMMODITY NAME column, enter the commodity name to be searched, and erase any remaining characters to the right of the cursor. For this exercise, enter “office supplies”.

2. Press ENTER to search for the specified commodity.



Creating an Agency Blanket Purchase Order – Returning a Commodity

When ENTER is pressed, the system retrieves the commodity name specified. If an exact match is not found, the closest match is displayed. F2‐SELECT is used to find out more information about a selected commodity. The system transfers to the Commodity Table Maintenance (5100) screen. F6‐RETURN is used to return a selected commodity back to a document.

Data Entry Steps: 1. TAB under the S column next to the commodity’s name, and enter an S. For this exercise, select “Office Supplies, Miscellaneous”.

2. Press F6‐RETURN to transfer the selected commodity back to the Blanket Purchase Order Detail (2348) screen.




Data Entry Steps: 1. SHIFT + TAB to the CONTRACT AMOUNT field, and enter the total amount of the contract. For this exercise, enter “10000”.

2. Optional Step: TAB to the MAX QUANTITY field, and enter the maximum quantity that can be ordered for the commodity.

3. Optional Step: TAB to the UNIT COST field, and enter the unit cost for the commodity.

4. Optional Step: TAB to the MAX COST field, and enter the maximum cost for the commodity.

5. Press F10‐SAVE to save the detail information. 6. Repeat the previous steps until all of the commodities have been entered. 7. When data entry is complete, CLEAR back to the Blanket Purchase Order (2342) screen.



Creating an Agency Blanket Purchase Order – Authorize Users

In order to complete the blanket purchase order, the Blanket Purchase Order Security (2343) screen must be completed. The users who are authorized to make releases against the blanket purchase order and the maximum call amount must be defined.

Data Entry Steps: 1. Press F4‐OTHER KEYS until F2‐AUTH USERS is displayed. 2. Press F2‐AUTH USERS to transfer to the Blanket Purchase Order Security (2343) screen.




The main purpose of the Blanket Purchase Order Security (2343) screen is to allow only authorized users to make releases against a blanket purchase order. The user ID entered on this screen must be defined on the Primary User Security (7600) screen. This screen also specifies the call authorization amount for each user.




Data must be entered in the following required fields: DEPARTMENT: Enter the department ID allowed to make releases against this blanket purchase order. Wildcards are allowed in this field by using asterisks (*). For example, if the DEPARTMENT field contained “R00**”, this would indicate that all departments that started with “R00” followed by up to 2 additional characters would be able to make releases against the blanket purchase order. USER: Enter the user ID of all users allowed to make releases against this blanket purchase order. Wildcards are allowed in this field by using asterisks (*). Eight asterisks in this field would indicate all users within the specified department are authorized to release against the blanket purchase order. CALL AUTHORIZATION AMOUNT: Enter a numeric call authorization amount for each user. This amount limits the specified user to this amount for each release.




Data Entry Steps: 1. If necessary, TAB to the DEPARTMENT field, and modify the default department. Asterisks may be used to include multiple departments. For this exercise, leave the default.

2. TAB to position the cursor under the USER column, and enter the user ID(s), or enter 8 asterisks (********) to allow all users within the specified department(s) to make releases off of this blanket purchase order. For this exercise, enter “********”.

3. Enter the call authorization amount under the CALL AUTHORIZATION AMOUNT column. For this exercise, enter “10000”.

4. Press F10‐SAVE to save the security record.




When F10‐SAVE is pressed, the system edits the data entered on the Blanket Purchase Order Security (2343) screen. If no errors are found, the system saves the security record. The message displayed at the bottom of the screen indicates that the record was successfully saved. When the record is saved, the system uses the user ID to retrieve the user name from the Primary User Security (7600) screen. CLEAR back to the Blanket Purchase Order (2342) screen.



Creating an Agency Blanket Purchase Order – Adding Multiple Vendors

Multiple vendors may exist on the same blanket purchase order.

Data Entry Steps: 1. Press F4‐OTHER KEYS until F11‐VEN SELECT is displayed. 2. Press F11‐VEN SELECT to transfer to the BPO Vendor Selection (2349)

screen.




Vendors may be added or deleted from the BPO Vendor Selection (2349) screen before or after the blanket purchase order is posted.

Data Entry Steps: 1. To add another vendor, TAB under the S column on the first blank row,

and enter an S. 2. Press F11‐SEL VEN to transfer to the Vendor Table Inquiry (1200) screen.




Data Entry Steps: 1. In the first row under the VENDOR NAME column, enter the vendor name to be searched, and erase any remaining characters to the right of the cursor. For this exercise, enter “best buy”.

2. Press ENTER to search for the specified vendor.




Data Entry Steps: 1. TAB under the S column next to the vendor’s name, and enter an S. For this exercise, select “Best Buy”.

2. Press F6‐RETURN to return the selected vendor back to the BPO Vendor Selection (2349) screen.




When F6‐RETURN is pressed from the Vendor Table Inquiry (1200) screen, the system returns the selected vendor to the BPO Vendor Selection (2349) screen. Notice that the vendor number and name are now displayed on the screen. When the selected vendor is returned to the BPO Vendor Selection (2349) screen, the cursor is located under the ADDR CODE column.

Data Entry Steps: 1. If necessary, enter the address (mail) code under the ADDR CODE

column. For this exercise, leave this field blank.

2. Press F10‐SAVE to add the vendor. 3. CLEAR back to the Blanket Purchase Order (2342) screen.



Creating an Agency Blanket Purchase Order – Contract Additional Elements

Data Entry Steps: 1. Press F4‐OTHER KEYS until F8‐ELEM is displayed. 2. Press F8‐ELEM to transfer to the Contract Additional Elements (2353)

screen.




The Contract Additional Elements (2353) screen is used to capture contract information that is used in minority business reports.

Data Entry Steps: 1. Enter a valid contract type in the TYPE field. Valid values for this field

can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 40. Some of the valid values are as follows: CPF: Cost Plus Fixed Fee or Cost Reimbursement CPI: Cost Plus Incentive Fee CR: Cost Reimbursement FP: Fixed Price FPI: Fixed Price Incentive RG: Revenue Generating




Data Entry Steps:

1. TAB to the CONTRACT ADMINISTR field, and enter the contract administrator.

2. TAB to the PROCUREMENT OFFICER field, and enter the procurement officer.




Data Entry Steps: 1. Enter a valid procurement method in the PROCUREMENT METHODS

field. Valid values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 42. Some of the valid values are as follows: AEA: A/E Act COR: Corrections CSB: Competitive Sealed Bidding CSP: Competitive Sealed Proposals EM: Emergency ICP: Intergovernmental Cooperative Procurement MSP: Multi‐Step Sealed Bidding NAU: Negotiated Award After Unsuccessful Competitive Sealed Bidding NN: Noncompetitive Negotiated Procurement (Human Services) PPN: Preference Procurement – Not Reportable PPR: Preference Procurement – Reportable R: Release Against BPO SP: Small Procurement Procedures SS: Sole Source XMT: Exempt

2. Enter the award date (in MMDDYY format) in the AWARD DATE field.




Data Entry Steps: 1. Enter a valid category of work in the CATEGORY OF WORK field. Valid

values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 43. Some of the valid values are as follows: AE: Architectural and Engineering C: Construction CE: Capital Equipment CRS: Construction‐Related Services CSE: Commodities, Supplies, & Equipment EP: Energy Performance HCS: Human, Cultural, Social and Educational ITE: Information Technology Hardware ITS: Information Technology Services ITW: Information Technology Software L: Leases (Other Than Real Property) M: Maintenance R: Release Against BPO RPL: Real Property Leases RPP: Real Property Purchase RV: Revenue (Concessions, Etc.) S: Services




Data Entry Steps: 1. Enter a valid award authority in the AWARD AUTH field. Valid values

for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 44. Some of the valid values are as follows: BPW: Board Of Public Works DBM: Department Of Budget & Management DEL: Delegated DGS: DGS Statewide Contract E: Exempt OPC: Office Of Procurement And Contracting – DGS PRB: Departmental Procurement Review Board – DGS




Data Entry Steps: 1. Enter a description in the DESC field. 2. Enter a Y (yes) or N (no) in the BPW field. 3. Enter the number of total bids in the TOT field. 4. Enter the number of subcontractor bids in the SB field. 5. Enter the number of minority business enterprise bids in the MBE field. 6. Press F10‐SAVE twice to save the contract additional elements.




The remaining fields are optional. They include: MODAL: Valid values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 48. LOCATION: Valid values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 41. CONST PROJ #: Construction project ID associated with the contract. ENGINEERS ESTIMATE: Dollar amount of the engineer’s estimate. ADVERTISE DATE: Date that the bid for the contract was advertised. NON VISUAL ACCESS: Valid values are Y (yes) or N (no). HIRING SERVICES: Valid values are Y (yes) or N (no). SANCTION CODE: Valid values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 45. MBE GOAL: MBE dollar goal for the contract. COMMITMENT: MBE dollar commitment that the primary vendor has given for the contract. MBE WAIVER: Valid values are Y (yes) or N (no ‐ default). MBE WAIVER %: Valid values are up to 3 digits for the waiver percentage. FED WAIVER: Valid values are Y (yes) or N (no). FED WAIVER DATE: Date that the Federal waiver was issued. REQ DATE: MBE waiver request date. AMT: MBE waiver request dollar amount.




The remaining fields are optional. They include: APRV DT: MBE waiver approval date. AMT: MBE waiver approved dollar amount. AGENDA DATE: BPW agenda date. ITEM NO: BPW item number. APRVL DATE: Date BPW approved the contract. TPSSB AGENDA DATE: TPSSB agenda date. ITEM NO: TPSSB item number. APRVL DATE: Date TPSSB approved the contract. WORK CMP DATE: Date that the work identified on the contract was completed. CONTROL SOLICITATION DATE: DBM solicitation date. RENEWAL CODE: Valid values for this field can be found on the Miscellaneous Tables (5750) screen, using FILE IDENTIFICATION: 47. CONTROL APPROVAL DATE: DBM approval date. SUI: Valid values are Y (yes) or N (no) for State Use Industries preference. CSW: Valid values are Y (yes) or N (no) for Certified Sheltered Workshop preference. BIS: Valid values are Y (yes) or N (no) for Blind Use Industries preference. RECYCLED: Valid values are Y (yes) or N (no) for recycled preference. SB: Valid values are Y (yes) or N (no) for small business preference. REV PROD: Valid values are Y (yes) or N (no) for revenue producing preference. ENERGY SAV: Valid values are Y (yes) or N (no) for energy savings preference.



Creating an Agency Blanket Purchase Order – Funding Splits

The system allows for the option to create funding splits through the designation of dollar amounts to apply to General, Federal, and Other funds.

Data Entry Steps: 1. Press F4‐OTH until F5‐FUND is displayed. 2. Press F5‐FUND to transfer to the Funding Splits (2354) screen.



Creating an Agency Blanket Purchase Order – Funding Splits

The contract ID, revision ID, agency, and description are carried over from the Contract Additional Elements (2353) screen. Although the description defaults, it can be overwritten. The sum of the funding splits referenced must equal 100%.

Data Entry Steps: 1. Enter a number to specify the percent of funding to apply to the fund in

the GENERAL, FEDERAL, SPECIAL, RESTRICTED, UNRESTRICTED, NON‐BUDGETED, RE‐IMBURSABLE, CAPITAL PROJECT, and/or REVENUE GENERATING field. These are 6‐character fields in which the number entered will be converted to a decimal (i.e. 100 will be converted to 100.00).

2. Press F10‐SAVE to save the funding split information. 3. CLEAR back to the Blanket Purchase Order (2342) screen.



Creating an Agency Blanket Purchase Order – Posting

Now that data entry is complete, the blanket purchase order must be posted. Posting a blanket purchase order completes the document and allows releases to be processed against it.

Data Entry Steps: 1. Verify that the data entry for this blanket purchase order is correct. 2. TAB to position the cursor in the ACTION INDICATOR field, and enter a P.

3. Press F10‐SAVE to post the blanket purchase order.



Creating an Agency Blanket Purchase Order – Posting

When F10‐SAVE is pressed, the system posts the blanket purchase order. The message displayed at the bottom of the screen indicates that the posting process was successful. A blanket purchase order has no accounting impact until a release is processed against it. To print the blanket purchase order, press F4‐OTHER KEYS until F12‐PRINT is displayed. Press F12‐PRINT. CLEAR back to the Main Menu (0000) screen.



Performance Exercise #1 Create an agency blanket purchase order.

Header Information:

Vendor Select SEARS from the Vendor Table Inquiry (1200) screen Buyer ID RBXX (xx = last 2 digits of your training log‐on ID) Effective Date Today’s date Commodity Control F Expiration Date 5 years from today

Detail Information:

Commodity Select UNIFORMS from the Commodity Table Inquiry (1100) screen Contract Amount 20000

Security Information:

Users All users within your department (8 asterisks) Call Authorization Amount

20000

Contract Additional Element Information:

Type FP Contract Administrator Your name Procurement Officer Your name Procurement Methods SP Award Date Today’s date Category of Work CSE Award Authority E Description Enter a brief description for the blanket purchase order BPW N Number of Bids: Total Subcontractor Minority Business Enterprise

0 0 0

Document ID: Record the system generated document ID below:

____________________________



Creating Releases Against Blanket Purchase Orders



Creating a Release Against a Blanket Purchase Order

Releases against blanket purchase orders can be performed at the requisition, direct purchase order, and direct voucher stages. In the next exercise, we will create a release against a blanket purchase order using a direct purchase order. Direct purchase orders are created on the Direct Purchase Order (2360) screen. The Direct Purchase Order (2360) screen can be accessed by entering “2360” in the LINK TO field and pressing F9‐LINK.




Data Entry Steps: 1. TAB to position the cursor in the MATCH TYPE field, and enter the match type. For this exercise, enter “A1”.

2. TAB to position the cursor in the BPO ID field, and enter the blanket purchase order ID. For this exercise, enter the blanket purchase order ID recorded on page 12.

3. Verify that the DIST METHOD field displays “S” (single). For this exercise, single accounting distribution will be used.

4. TAB to position the cursor in the DELIVERY DATE field, and enter the delivery date (in MMDDYY format). For this exercise, enter 1 month from today’s date.

5. TAB to position the cursor in the first field of the first accounting suffix, and enter valid accounting information. For this exercise, use the following accounting information:

AGY YR PCA AOBJ Accounting Suffix 1 R00 Last two

digits of current AY

10015 0809

6. Press F10‐SAVE to save the transaction.




When F10‐SAVE is pressed, the system edits the data entered on the Direct Purchase Order (2360) screen. If no errors are found, the system automatically transfers to the Direct Purchase Order Detail Entry (2365) screen displayed above.


____________________________




If a blanket purchase order is not referenced on the Direct Purchase Order (2360) screen and F2‐SEL COMM is pressed, the system transfers to the Commodity Table Inquiry (1100) screen, instead of the Blanket Purchase Order Detail (2348) screen. The Blanket Purchase Order Detail (2348) screen is used to select only commodities available on the blanket purchase order.

Data Entry Steps: 1. Press F2‐SEL COMM to access the Blanket Purchase Order Detail (2348)

screen where all of the commodities available on this blanket purchase order are listed.




When F2‐SEL COMM is pressed, the system transfers to the Blanket Purchase Order Detail (2348) screen.

Data Entry Steps: 1. To select a commodity, TAB until the cursor is positioned under the S

column next to the commodity ID, and enter an S. 2. Press F6‐RETURN to return the selected commodity back to the Direct Purchase Order Detail Entry (2365) screen.




When the system returns from the Blanket Purchase Order Detail (2348) screen, the commodity ID of the selected commodity is automatically entered in the COMMODITY field on the Direct Purchase Order Detail Entry (2365) screen. The protected field to the right of the commodity ID displays the commodity name. The PURCHASE U/M field defaults to the unit of measure defined on the Commodity Table Maintenance (5100) screen for this commodity. If the UNIT COST was entered on the blanket purchase order or if the commodity has been included on a previously posted purchase order, the unit cost will default on the Direct Purchase Order Detail Entry (2365) screen.

Data Entry Steps:

1. TAB to position the cursor in the QUANTITY field, and enter the quantity being ordered. For this exercise, enter “20”.

2. TAB to the UNIT COST field, and enter the unit cost. For this exercise, enter “12”.

3. TAB to position the cursor in the SPECIFICATION INFO field, and enter the specification information. For this exercise, enter “need 20 boxes of 8.5 x 11 white paper”.

4. Press F10‐SAVE to save the detail entry.




When F10‐SAVE is pressed, the system edits the data entered on the Direct Purchase Order Detail Entry (2365) screen. The system verifies that the maximum order quantity, maximum call authorization amount, and remaining contract amount specified on the blanket purchase order are not exceeded. If no errors are found, the system transfers to a blank Direct Purchase Order Detail Entry (2365) screen. Notice that this blank Direct Purchase Order Detail Entry (2365) screen displays the same purchase order ID as the previous detail entry screen. However, the value displayed in the LINE NO field has changed from “001” to “002”. This indicates that the system is ready to accept data entry for the second commodity line item to be ordered. The previous steps can be repeated to add additional commodity lines to the direct purchase order. CLEAR back to the Direct Purchase Order (2360) screen.




Data Entry Steps: 1. Press F4‐OTHER KEYS until F2‐ADD ELE is displayed 2. Press F2‐ADD ELE to access the Purchase Order Additional Elements (2356)

screen.




Data Entry Steps: 1. TAB to the PROCUREMENT METHODS field, and enter a valid procurement method. For this exercise, enter “R”.

2. TAB to the CATEGORY OF WORK field, and enter a valid category of work. For this exercise, enter “R”.

3. TAB to the AWARD AUTHORITY field, and enter a valid award authority. For this exercise, enter “DEL”.

4. TAB to the DESC field, and enter a description. For this exercise, enter “need paper for the copier machine”.

5. Press F‐10‐SAVE to save the Purchase Order Additional Elements (2356) screen.

6. CLEAR back to the Direct Purchase Order (2360) screen.




Data Entry Steps: 1. Verify that the data entry for this direct purchase order is correct. 2. TAB to position the cursor in the ACTION IND field, and enter a P. 3. Press F10‐SAVE to post the direct purchase order.




Posting the direct purchase order releases against the blanket purchase order and reduces the remaining balance so that the blanket purchase order amount is not exceeded. If the order amount exceeds the remaining balance of the blanket purchase order, the system will not post the direct purchase order. Link to the Blanket Purchase Order (2342) screen, to see the results of the posted release.

Data Entry Steps: 1. Press HOME to position the cursor in the LINK TO field, and enter 2342 2. Press F9‐LINK to access the Blanket Purchase Order (2342) screen.




Information on releases against a blanket purchase order is accessed from the Blanket Purchase Order (2342) screen. Notice that the CONTRACT AMOUNT field displays a different value than the REMAINING VALUE field. This indicates that a release(s) has been made against this blanket purchase order.

Data Entry Steps: 1. If it did not default, enter the blanket purchase order ID in the

BPO/CONTRACT ID field, and press ENTER to inquire. 2. Press F4‐OTHER KEYS until F‐6 VIEW RLS is displayed. 3. Press F6‐VIEW RLS to view the releases against the blanket purchase

order on the Blanket Purchase Order Document Summary (2510) screen.




The Blanket Purchase Order Document Summary (2510) screen displays the contract amount, available balance, and all posted releases against the blanket purchase order. The releases displayed are only for the specified date range within the FROM CREATE DT and TO CREATE DT fields. The date range defaults to the last 30 days. These fields can be modified to expand or limit the date range. The releases displayed are only for the specified vendor in the VEN NO field. The vendor defaults to the first vendor listed on the blanket purchase order. This field may be modified with another valid vendor ID listed on the blanket purchase order. CLEAR back to the Blanket Purchase Order (2342) screen.




Data Entry Steps: 1. Press F4‐OTHER KEYS until F11‐VIEW ACCTG is displayed. 2. Press F11‐VIEW ACCTG to view the accounting for the releases against

the blanket purchase order on the Blanket Purchase Order Accounting Summary (2520) screen.




The Blanket Purchase Order Accounting Summary (2520) screen displays the total number of accounting lines, contract amount, remaining value on the contract, and a summary of all the accounting suffixes from releases against the blanket purchase order. CLEAR back to the Main Menu (0000) screen.



Creating Renewals For Blanket Purchase Orders



Creating a Renewal for a Blanket Purchase Order

Renewals for blanket purchase orders are performed on the Blanket Purchase Order (2342) screen. The Blanket Purchase Order (2342) screen can be accessed by entering “2342” in the LINK TO field and pressing F9‐LINK.




Data Entry Steps: 1. Enter the blanket purchase order ID of the contract to be renewed in the

BPO/CONTRACT ID field, and press ENTER. For this exercise, enter the blanket purchase order ID recorded on page 12.

2. Press F4‐OTHER KEYS until F5‐RENEW/REF is displayed. 3. Press F5‐RENEW/REF to renew the contract.




The system duplicates the original blanket purchase order, and a new blanket purchase order ID is created. The information of the original blanket purchase order is retrieved and displayed. The original blanket purchase order is referenced in the ORIGINAL BPO field. The amount of the original blanket purchase order is referenced in the ORIGINAL AMOUNT field. The RENEWAL field will display a “Y” (yes) to signify that it is a renewal and not an original/new contract.


____________________________




Data Entry Steps: 1. Press F4‐OTHER KEYS until F2‐AUTH USERS is displayed. 2. Press F2‐AUTH USERS to transfer to the Blanket Purchase Order Security (2343) screen.




Data Entry Steps: 1. Verify that the DEPARTMENT, USER, and CALL AUTHORIZATION

AMOUNT fields are correct. If necessary, modify the information. 2. If necessary, press F10‐SAVE to save any changes. 3. CLEAR back to the Blanket Purchase Order (2342) screen.




Data Entry Steps: 1. Press F4‐OTHER KEYS until F8‐ELEM is displayed. 2. Press F8‐ELEM to transfer to the Contract Additional Elements (2353)

screen.




Data Entry Steps: 1. TAB to the TYPE field, and enter a valid contract type. For this exercise, enter “FP”.

2. TAB to the CONTRACT ADMINISTR field, and enter the contract administrator. For this exercise, enter your name.

3. TAB to the PROCUREMENT OFFICER field, and enter the procurement officer. For this exercise, enter your name.

4. TAB to the PROCUREMENT METHODS field, and enter a valid procurement method. For this exercise, enter “SS”.

5. TAB to the AWARD DATE field, and enter the award date (in MMDDYY format). For this exercise, enter today’s date.

6. TAB to the CATEGORY OF WORK field, and enter a valid category of work. For this exercise, enter “CSE”.

7. TAB to the AWARD AUTH field, and enter a valid award authority. For this exercise, enter “DEL”.




Data Entry Steps: 1. TAB to the HIRING SERVICES field, and enter a ”Y” (yes) or “N” (no). For this exercise, enter “N”.

2. TAB to the DESC field, and enter a description. For this exercise, enter “needed to renew original blanket purchase order”.

3. TAB to the BPW field, and enter a Y (yes) or N (no). For this exercise, enter “N”.

4. TAB to the TOT field, and enter the number of total bids. For this exercise, enter “0” (zero).

5. TAB to the SB field, and enter the number of subcontractor bids. For this exercise, enter “0” (zero).

6. TAB to the MBE field, and enter the number of minority business enterprise bids. For this exercise, enter “0” (zero).

7. Press F10‐SAVE twice to save the contract additional elements. 8. CLEAR back to the Blanket Purchase Order (2342) screen.




Data Entry Steps: 1. Verify that the data entry for this blanket purchase order renewal is

correct. 2. TAB to position the cursor in the ACTION INDICATOR field, and enter a P.

3. Press F10‐SAVE to post the blanket purchase order renewal.



Creating Blanket Purchase Order Change Orders



Creating a Blanket Purchase Order Change Order

To use menus to access the Blanket Purchase Order Change Order (8710) screen, start by pressing F8 to access the Change Order Menu (8000) screen.




Press F2 to access the Purchase Order – ITB Change Menu (8002) screen.




Press F8 to access the Blanket Purchase Order Change Order (8710) screen.




The Blanket Purchase Order Change Order (8710) screen is used to make modifications, additions, and deletions to a posted blanket purchase order. The following fields can be modified: DELETE VENDOR / MAIL CODE: To mark vendor for deletion on blanket purchase order. ADD VENDOR / MAIL CODE: To add an additional vendor to blanket purchase order. ESTABLISH REF TO BPO: To establish a reference to an original blanket purchase order. ALLOW REFERENCE: Allow other blanket purchase orders to reference this blanket purchase order as the original. Valid values are “Y” (yes) or “N” (no). LIMIT REF EXP DT: Can limit reference blanket purchase orders to original blanket purchase order’s expiration date. NEW CONTRACT AMOUNT: To increase or decrease contract amount. NEW EST CONTRACT AMT: To increase or decrease estimated contract amount. NEW EXPIRATION DATE: To modify current expiration date of blanket purchase order. NEW EFFECTIVE DATE: To modify current effective date of blanket purchase order. NEW CONTROL TYPE / LEVEL: To modify current commodity control types and levels.




Data Entry Steps: 1. TAB to position the cursor in the REF field, and enter 000 (3 zeros). 2. Enter the blanket purchase order ID in the BLANKET PO ID field. For this exercise, enter the blanket purchase order ID recorded on page 12.

3. TAB to the CHANGES TO DATE field, and enter up to a 3‐digit number. For this exercise, enter “1”.

4. Press F10‐SAVE to save the transaction. If no errors are found, a change order is created.


____________________________




Data Entry Steps: 1. Once the change order is created, TAB to position the cursor in the field to

be modified. 2. If necessary, modify one or more of the following fields:

DELETE VENDOR / MAIL CODE ADD VENDOR / MAIL CODE ESTABLISH REF TO BPO ALLOW REFERENCE LIMIT REF EXP DT NEW CONTRACT AMOUNT NEW EST CONTRACT AMT NEW EXPIRATION DATE NEW EFFECTIVE DATE NEW CONTROL TYPE / LEVEL For the exercise, enter “20000” in the NEW CONTRACT AMOUNT field.

3. Press F10‐SAVE to save any changes. 4. If necessary, press F6‐MODIFY DETAIL to make changes to the detail

lines of the blank purchase order. The system will transfer to the Blanket Purchase Order Detail Change (8720) screen.




Data Entry Steps: 1. To add a commodity: TAB until the cursor is positioned under the S column on the first blank line; Enter an S; Press F2‐SELECT to transfer to the Commodity Table Inquiry (1100) screen; Enter an S under the S column next to the commodity to be added; Press F6‐RETURN to return the commodity to the Blanket Purchase Order Detail Change (8720) screen; Optional: TAB to the MAX QUANTITY field, and enter the maximum quantity that can be ordered for each commodity; Optional: TAB to the UNIT COST field, and enter the unit cost for each commodity; Optional: TAB to the MAX COST field, and enter the maximum cost for each commodity; Press F10‐SAVE to save the detail information; Repeat the above step until all of the commodities have been added. For this exercise, add a new commodity line for “Miscellaneous Parts and/or Service”.




Data Entry Steps: 1. To delete a commodity: TAB until the cursor is positioned under the S column; Enter an S next to the commodity; and Press F3‐DELETE to delete the commodity.

For this exercise, delete the first commodity line.




Data Entry Steps: 1. Terms can be attached to the entire document. To add/delete/modify

terms: Press F5‐TERMS to transfer to the BPO Change Order Specs and Terms (8730) screen.




The BPO LINE NO field defaults to 000. Term text entered for line 000 is printed before the commodity information. Term text entered for line 999 is printed after the commodity information. Standard term codes are defined on the Specifications/Terms Table Maintenance (5500) screen. To access line 999, change the BPO LINE NO field to 999, and press ENTER. Terms can be added on line 000, line 999, or both 000 and 999.

Data Entry Steps:

1. To add/delete/modify terms for this document: Modify existing terms; or Press F4, enter specification ID to be copied, and press F4 again to insert a copy of the specification ID defined on the Specifications/Terms Table Maintenance (5500) screen. The standard spec ID is copied into the free‐from area for editing; or Press F4, enter ISRT, and press F4 again to insert a blank block of text after the current block; or Press F4, enter DLET, and press F4 again to delete the block of text currently displayed; or Press F4, enter DUP, and press F4 again to duplicate the block of text currently displayed. Existing blocks are moved down to accommodate the duplicated block; Press F10‐SAVE to save the changes; and CLEAR back to the Blanket Purchase Order Detail Change (8720) screen.




Data Entry Steps: 1. Specifications are attached to a specific commodity line. To

add/delete/modify specifications: TAB until the cursor is positioned under the S column next to the commodity ID; Enter an S; and Press F4‐SPECS to transfer to the BPO Change Order Specs and Terms (8730) screen.




Data Entry Steps: 1. To add/delete/modify specifications for this commodity line:

To delete existing specifications, TAB until the cursor is positioned under the S column, next to the specification ID, and press F3‐DELETE; or Press F4, enter specification ID to be copied, and press F4 again to insert a copy of the specification ID defined on the Specifications/Terms Table Maintenance (5500) screen. The standard spec ID is copied into the free‐from area for editing; or Press F4, enter ISRT, and press F4 again to insert a blank block of text after the current block; or Press F4, enter DLET, and press F4 again to delete the block of text currently displayed; or Press F4, enter DUP, and press F4 again to duplicate the block of text currently displayed. Existing blocks are moved down to accommodate the duplicated block; Press F10‐SAVE to save the changes; and CLEAR back to the Blanket Purchase Order Change Order (8710) screen.




Data Entry Steps: 1. Verify that the data entry for this blanket purchase order change order is

correct. 2. TAB to position the cursor in the ACTION IND field, and enter a P. 3. Press F10‐SAVE to post the blanket purchase order change order.



Viewing the Results of a Posted Blanket Purchase Order Change Order

When the change order is posted, the blanket purchase order will reflect the change(s). To verify the change(s), link to the Blanket Purchase Order (2342) screen. To access this screen, press HOME to position the cursor in the LINK TO field, enter “2342”, and press F9‐LINK.



Viewing the Results of a Posted Blanket Purchase Order Change Order

Review the change(s) made as a result of the posted blanket purchase order change order. Changes made to the details of the blanket purchase order can be reviewed by pressing F4‐OTHER KEYS until F6‐VIEW DOC is displayed and then pressing F6‐VIEW DOC. The system will transfer to the Blanket Purchase Order Detail (2348) screen. CLEAR back to the Change Order Menu (8000) screen.



Creating a Document Cancellation Change Order

Press F3 to access the Document Cancellation (8500) screen.




The Document Cancellation (8500) screen is used to cancel posted requisitions, purchase orders, blanket purchase orders, vouchers, receiving reports, invitations to bid, bids, invoices, and direct vouchers. When a posted blanket purchase order is cancelled, no further releases may be made against it. The following fields on this screen contain default values: DOCUMENT TYPE: Defaults to the document type “05”. ACTION IND: Defaults to “N” (not posted). CANCEL ASSOCIATED REQ: Defaults to “N” (no).

In addition to the fields that contain default values, the following fields are required: DOCUMENT ID: Enter the document ID to be cancelled. DOCUMENT INDICATOR: Enter the indicator that defines the type of document being cancelled. DOC REF: Enter “000” (3 zeros) in this field.




Data Entry Steps: 1. TAB until the cursor is positioned in the DOCUMENT ID field, and enter

the blanket purchase order ID being cancelled. For this exercise, enter the blanket purchase order ID recorded on page 40 (Performance Exercise #1).

2. TAB until the cursor is positioned in the DOCUMENT INDICATOR field, and enter BPO.

3. TAB until the cursor is positioned in the DOC REF field, and enter 000 (3 zeros).

4. Press F10‐SAVE to save the document cancellation change order.




The EFF DATE field defaults to the accounting system’s effective date. The INTERFACE TYPE field defaults according to the interface type entered on the original blanket purchase order.


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Data Entry Steps: 1. Verify that the data entry for this change order is correct. 2. TAB until the cursor is located in the ACTION IND field, and enter a P. 3. Press F10‐SAVE to post the document cancellation change order.




When F10‐SAVE is pressed, the document cancellation change order is posted, and the blanket purchase order is cancelled. The status of the blanket purchase order is changed to “CNCL” (cancelled). CLEAR back to the Main Menu (0000) screen.



Blanket Purchase Order Inquiries



BPO by Commodity Inquiry

Press F2 to access the Procurement Transactions Menu (2000) screen.




Press F6 to access the Purchase Order Inquiry Menu (2400) screen.




Press F5 to access the Blanket Purchase Order Inquiry Menu (2402) screen.




Press F1 to access the BPO by Commodity (2460) screen.




The BPO by Commodity (2460) screen allows for viewing of all blanket purchase orders created referencing a specific commodity. The FROM DATE and TO DATE fields default according to the current date. The FROM DATE field will populate a date one month prior to the current date, and the TO DATE field will be the current date. Both fields can be overwritten. The POST/EXPR DATE IND field will automatically default to “P” (post) to search for documents according to their post date. This field can be changed to “E” (expiration) to search for documents according to their expiration date.




Data Entry Steps: 1. Enter the commodity ID in the COMMODITY field. For this exercise, enter “20072‐000000”.

2. If necessary, TAB to the FROM DATE field to modify default date. 3. If necessary, TAB to the TO DATE field to modify default date. 4. If necessary, TAB to the POST/EXPR DATE IND field, and enter an E

(expiration). 5. Press ENTER to inquire.




The system will retrieve and display all blanket purchase orders that meet the search criteria. When the system completes the inquiry, the following information is displayed: CONTRACT: Displays the blanket purchase order ID. TYPE: Displays the type of blanket purchase order. This field will default to the type displayed on the Blanket Purchaser Order (2342) screen. STATE BPO: Displays a “Y” (yes) if the blanket purchase order is a STATE blanket purchase order. DBM BPO: Displays a “Y” (yes) if the blanket purchase order is a DBM blanket purchase order. VENDOR: Displays the name of the vendor. POST DATE: Displays the date that the blanket purchase order posted. EXPIRATION DATE: Displays the date that the blanket purchase order expires. STATUS: Displays the status of the blanket purchase order. One of the following status codes will be displayed: POST (posted) or CNCL (cancelled). AMOUNT: Displays the blanket purchase order contract amount. REMAINING BALANCE: Displays the amount remaining for subsequent releases.

When the AMOUNT and REMAINING BALANCE columns display the same amount, no releases have been processed against the blanket purchase order.




Data Entry Steps: 1. TAB to position the cursor under the S column next to the blanket

purchase order, and enter an S. 2. Press F2‐SELECT to view the details of the blanket purchase order.




The system will transfer to the Blanket Purchase Order Detail (2348) screen. CLEAR back to the Blanket Purchase Order Inquiry Menu (2402) screen.



Blanket Purchase Order Releases by Agency Inquiry

Press F2 to access the Blanket Purchase Order Releases by Agency (2511) screen.




The FROM CREATE DATE and TO CREATE DATE fields default according to the current date. The FROM CREATE DATE field will populate a date one month prior to the current date, and the TO CREATE DATE field will be the current date. Both fields can be overwritten.

Data Entry Steps: 1. Enter the blanket purchase order ID in the BPO ID field. For this exercise, enter the blanket purchase order ID recorded on page 12.

2. TAB to the DEPT ID field, and enter the department ID. For this exercise, enter “R00XX” (xx = the last 2 digits of your training log‐on ID).

3. If necessary, TAB to the FROM CREATE DATE field to modify default date.

4. If necessary, TAB to the TO CREATE DATE field to modify default date. 5. Press ENTER to inquire.




The system will retrieve and display all releases against the blanket purchase order that meet the search criteria. When the system completes the inquiry, the following information is displayed: PO/CONTRACT ID: Displays the release’s document ID. VENDOR NO: Displays the vendor ID. DEPARTMENT: Displays the department that made the release. ADDR: Displays the address code of the vendor. DOCUMENT AMOUNT: Displays the release amount. VENDOR NAME: Displays the vendor name. POST DATE: Displays the post date of the release. STATUS: Displays the status of the release. One of the following status codes will be displayed: POST (posted), PVCH (partially vouchered), CLOS (closed), or CNCL (cancelled).




Data Entry Steps: 1. TAB to position the cursor under the S column next to the release

document, and enter an S. 2. Press F6‐VIEW DOC to view the release document.




The system will transfer to the release document’s header screen. CLEAR back to the Blanket Purchase Order Inquiry Menu (2402) screen.



Renewals by BPO Inquiry

Press F3 to access the Renewals by BPO (2512) screen.




The Renewals by BPO (2512) screen allows for viewing of all renewals for a specified blanket purchase order. The FROM DATE and TO DATE fields default according to the current date. The FROM DATE field will populate a date one month prior to the current date, and the TO DATE field will be the current date. Both fields can be overwritten. The POST/EXPR DATE IND field will automatically default to “P” (post) to search for documents according to their post date. This field can be changed to “E” (expiration) to search for documents according to their expiration date.




Data Entry Steps: 1. Enter the blanket purchase order ID in the BPO ID field. For this exercise, enter the blanket purchase order ID recorded on page 12.

2. If necessary, TAB to the FROM DATE field to modify default date. 3. If necessary, TAB to the TO DATE field to modify default date. 4. If necessary, TAB to the POST/EXPR DATE IND field, and enter an E

(expiration). 5. Press ENTER to inquire.




The system will retrieve and display all renewals for the blanket purchase order that meet the search criteria.

Data Entry Steps: 1. TAB to position the cursor under the S column next to the renewal, and enter an S.

2. Press F2‐SELECT to view the details of the renewal.




The system will transfer to the Blanket Purchase Order Detail (2348) screen. CLEAR back to the Purchase Order Inquiry Menu (2400) screen.



Purchase Orders/Contracts by Vendor Inquiry

Press F1 to access the Purchase Orders/Contracts by Vendor (2440) screen.




The Purchase Orders/Contracts by Vendor (2440) screen allows for viewing of all standard, direct, and blanket purchase orders for a specified vendor. The FROM ISSUE DATE and TO ISSUE DATE fields default according to the current date. The FROM ISSUE DATE field will populate a date one month prior to the current date, and the TO ISSUE DATE field will be the current date. Both fields can be overwritten.




Data Entry Steps: 1. Enter the vendor ID associated with the blanket purchase order being

searched for in the VENDOR field, or press F6‐SEL VEND to transfer to the Vendor Table Inquiry (1200) screen, enter an S under the S column next to the vendor, and press F6‐RETURN to return the selected vendor back to the Purchase Orders/Contracts by Vendor (2440) screen. For this exercise, enter “1592663954”.

2. If necessary, TAB to the FROM ISSUE DATE field to modify default date. 3. If necessary, TAB to the TO ISSUE DATE field to modify default date. 4. Press ENTER to inquire.




The system will retrieve and display all standard, direct, and blanket purchase orders that meet the search criteria. When the system completes the inquiry, the following information is displayed: PO/CONTRACT: Displays the standard, direct, and/or blanket purchase order ID. STATE BPO: Displays a “Y” (yes) if the blanket purchase order is a STATE blanket purchase order. DBM BPO: Displays a “Y” (yes) if the blanket purchase order is a DBM blanket purchase order. TYP: Displays the type of purchase order. This field will default to the type displayed on the purchase order header screen. DATE ISSUED: Displays the date that the purchase order was created. DATE EXPIRED: Displays the date that the purchase order expires. STATUS: Displays the status of the purchase order. One of the following status codes will be displayed: NOPT (not posted), APPR (in approval), POST (posted), PVCH (partially vouchered), CLOS (closed), or CNCL (cancelled). CONTRACT AMOUNT: Displays the purchase order contract amount. REMAINING BALANCE: Displays the remaining amount on the purchase order.




Data Entry Steps: 1. TAB to position the cursor under the S column next to the purchase order

ID, and enter an S. 2. Press F2‐SELECT to view the details of the purchase order.




For this exercise, a blanket purchase order was selected. The system transferred to the Blanket Purchase Order Detail (2348) screen. CLEAR back to the Main Menu (0000) screen.



Change Order Inquiry

Press F8 to access the Change Order Menu (8000) screen.




Press F7 to access the Purchase Order Change Order Inquiry (8900) screen.




Data Entry Steps: 1. To view the change orders that have been applied to a blanket purchase

order, enter the blanket purchase order ID in the PURCHASE ORDER field, and press ENTER. For this exercise, enter “R00B3200004”.




The system displays the change orders that have been applied against the blanket purchase order. It also displays the doc ref, change order ID, type, status, post date, and net change amount. To view the details of the blanket purchase order change order, TAB to position the cursor under the S column next to the change order. Enter an “S”, and press F2‐SELECT. The system will transfer to the selected change order screen. Press CLEAR to return to the Main Menu (0000) screen.



Blanket Purchase Order Screen List Screen Name

Screen Number

Blanket Purchase Order Related Screens Blanket Purchase Order 2342 Vendor Table Inquiry 1200 Blanket Purchase Order Detail 2348 Commodity Table Inquiry 1100 Blanket Purchase Order Security 2343 BPO Vendor Selection 2349 Contract Additional Elements 2353 Funding Splits 2354 Blanket Purchase Order Release Related Screens Requisition Header Entry (to create a release) 2100 Direct Purchase Order (to create a release) 2360 Direct Voucher Header Entry (to create a release) 1800 Blanket Purchase Order Document Summary (displays releases)

2510

Blanket Purchase Order Account Summary (displays releases’ accounting)

2520

Blanket Purchase Order Change Order Related Screens Blanket Purchase Order Change Order 8710 Document Cancellation 8500 Blanket Purchase Order Inquiry Related Screens BPO by Commodity 2460 Blanket Purchase Order Releases by Agency 2511 Renewals by BPO 2512 Purchase Orders/Contracts by Vendor 2440 Purchase Order Change Order Inquiry 8900


Documents

DoIT TRAINING CENTER OFFICE OF INFORMATION … Purchase Orders.pdfOIT Training Department Creating an Agency Blanket Purchase Order Data Entry Steps: 1. TAB until the cursor is located