Editing Blanket Purchase Order

Edit Blanket Purchase Order

This page allows you to modify, approve, or delete the BPO that are in the “Draft”, “Fresh” or “Returned” status. All the field can be changed in this page except for the BPO number. Deletion of the BPO can be done if the BPO is no longer needed. Approval of the BPO can be done only if the user has requisite “Approve” permission. The bottom of this page has few additional links, which can be accessed to modify certain additional details about the selected BPO.

Select the “Edit Blanket PO” link at the top of the “Select Blanket Purchase Order” page.

The “Edit Blanket PO” page appears.

The system displays the following in the “Blanket PO Details” group box:

Blanket PO No.	Unique identification number of the BPO with which it is referred.
Amendment No.	Unique identification number of the Amendment document. The Amendment document is created whenever any modifications are done to the existing document. This is a post approval document.
Ref. Quotation No.	The identification number of the reference quotation.

Enter the following:

Date	The Date of creation of the BPO. (Date Format). Mandatory.
Type	Use the drop-down list box to select the type of the BPO. There are different types of BPOs namely “General”, “Capital”, “Dropship”, and “Consignment”.
Folder	Use the drop-down list box to select the folder name associated with the BPO.
Contract Type	Use the drop down list box to specify the type of the contract placed for the Blanket PO. The system lists “All”, “Quantity”, “Rate” or “Value”. The Default value assigned to this field is “All”.
Valid From	The Date from which the contract is valid. (Date Format).
Valid To	The Date up to which the contract is valid. (Date Format)
Supplier Code	Code or identification number of the supplier.
	Help Facility Available

The System displays the following:

Name

Name of the Supplier associated with the supplier code.

Enter the following

Contact Person	The Name of the person who can be contacted in case of any clarification regarding the document. (Alphanumeric, 45)
Buyer	Use the drop-down list box to select the Buyer’s identification number or name.
Rate Control	Check this box to enable rate control to the Blanket PO.
LOI	Letter of Intent (LOI). This box can be checked if the BPO is considered just as a Letter of Intent. (Alphanumeric, 2). This letter of intent is sent to the supplier only as a normal kind of letter stating the items, which would help the supplier to know about the buyer’s requirement.

The system displays the following:

LOI To Order

This field displays whether the BPO was converted from a LOI to an Order.

Enter the following:

Hold	This box can be checked if you want the BPO to be put in hold and it is not immediately sent to the supplier. Even if the supplier sends the items to the buyer, the Goods Receipt doesn’t add those items to the inventory and it can be done only when the hold status is removed from that particular BPO.
Approval Date	The Date in which the BPO was approved. (Date Format).
Remarks	In this field, you can enter the comments or any information regarding the document. (Alphanumeric, 255).

The system displays the following in the “Amount Details” information tab:

Blanket PO Value	The Value of the items stated in the BPO.
Additional Charges	Additional charges incurred for the items during the transit of goods and based upon the terms and conditions of the buyer and the supplier.
Total Value	The Total Value comprise of the BPO value and the Additional charges.

Enter the following:

Currency	The Currency induced by the buyer for carrying out his payment for the items. (Alphanumeric, 5).
Exchange Rate	The Rate in which the buyer’s currency is exchanged. (Integer).

The System displays the following:

Base Currency Value

The Minimum value of the currency in the world market.

Enter the following in the “Default Entries” information tab:

Receipt At	Use the drop-down list box to select the name of the place where the customer receives the goods.
Warehouse Code	Code or Identifier of a warehouse of the buyer. (Alphanumeric, 10). This would help the supplier to know the place in which he should deliver the items.
	Help facility available.
Drop Ship ID	Unique identification number of the Drop ship details where the items are directly delivered to the customer’s place. (Alphanumeric, 16).
	Help facility available.
Budget ID	Unique identifier for a particular Budget associated with the purchase of items. (Alphanumeric, 6).
	Help facility available.
Proposal ID	Unique identifier created for the capital items stating the cost assigned for it. When a purchase is made, the proposal id is matched thereby helping the purchase division to know the assigned amount for the capital item. (Alphanumeric, 18).
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also called as Accounting Unit. There are various financial books available within the Buyers organization. He specifies a particular Financial Book for all the purchase payment related details. The Supplier can also raise payment related documents to that particular financial book also called as Accounting unit.
Customer Code	Code or identification number of the customer.
	Help Facility Available

Click the “Default” pushbutton to transfer all the values given in the default entries information tab to the line details information tab. The Field values from the default entry tabs are transferred to the respective fields names in the line detail’s tab. The buyer to reduce the data entry operation uses the “Default Entry” push button.

The System displays the following in the “Line Details” information tab:

Ref. Quotation Line No.

A Unique identification number of the Quotation generated by the supplier is entered in this field.

Enter the following:

Item Code	The code of the item requested by the customer.
	Help Facility Available
Variant	Variant code is associated with the Item code present in the activity. (Alphanumeric, 4).
Description	Description stating the name/identifier of the variant associated with the item.
Quantity	The Quantity ordered by the customer is entered in this field.
UOM	The Unit of measure in which the customer wishes to purchase the goods from his supplier.
	Help facility available.
Cost	The Actual cost of the item for making a purchase.
Per	The Basic unit of the UOM specified in which the purchase quantity is measured.
Receipt At	Use the drop-down list box to select the Name of the place where the customer receives the goods. This field will be filled automatically if the “default entries” push button is accessed.
Warehouse Code	Unique code or identifier of the Warehouse where the items are stored before consumption. This field will be filled automatically if the “default entries” push button is accessed.
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also known as Accounting Unit. There are various financial books available within the Buyers organization. He specifies a particular Financial Book for all the purchase payment related details. The Supplier can also raise payment related documents to that particular financial book also called as Accounting unit. This field will be filled automatically if the “default entries” push button is accessed.
Customer Code	Code or identification number of the customer.
	Help Facility Available

The system displays the following:

Customer Name	Name of the customer associated with the customer code.
Drop Ship ID	Unique identification number of the Drop ship details where the items are directly delivered to the customer’s place.
	Help Facility Available
Contact Person	The Name of the contact person.
Ref. Doc. No.	Unique identification number of a reference document is mentioned in this field. The Reference documents can be of any external document from which certain references are taken regarding the items.
Ref. Doc. Line No.	Unique identification line number present in that reference document is mentioned.
Drg Revision No.	Unique identification number is provided to the revisions or modifications done to the engineering drawing depicting the appearance of the line item.

The System displays the following:

Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost) / Per
Total Value	The actual amount to be paid to the supplier for the items.

Enter the following:

Adhoc Item Class	Use the drop-down list box to select the Adhoc Items from the list.
Rate Tolerance +Ve	The rate tolerance percentage must be positive and less than 100.
Remarks	The Buyer can key in his comments through which he can convey certain information that are related to him or to the purchase. Additional information can be provided in this field.

Click the “Get Quotation Line No.” push button to list all the line number pertaining to the referred Quotation. The Line information tab lists the Line numbers, which are related to the BPO. If the buyer wishes to add other line details also in to the BPO, he can access this push button.

Click the “Edit Blanket PO” push button to update the BPO with the modifications or “Edit and Approve Blanket PO” push button to update the BPO and to approve the document or “Delete Blanket PO” pushbutton to delete the selected BPO.
Click the “Print” push button in the Print Document group box to print the modified Blanket PO details.

Created By	The Name of the person who created the BPO document.
Created Date	The Date of the creation of the BPO document.
Last Modified By	The Name of the person who made the recently updated the document.
Last Modified Date	The Date on which the last modification was made to the document.

To proceed, carry out the following

Select the “Item Details” link at the bottom of the page to enter the terms and conditions for the BPO.

Select the ”Warehouse Details” link at the bottom of the page to allot quantity for a item.

Select the “Specify Utilization Details” link at the bottom of the page to specify utilization details for the items.

Select the “Specify Terms & Conditions” link at the bottom of the page to enter the terms and conditions specific to the BPO.

Select the “Specify Taxes Charges & Discounts” link at the bottom of the page to enter the taxes, charges and discounts pertaining to the item.

Select the “Tax Calculation - Summary” link at the bottom of the page to specify the Tax details.

Select the “Specify Budget Details” link to enter the budget related details.

Select the “Specify Quality Details” link to enter the Quality attributes of the items specified in the BPO.

Select the “Attach Notes” link to attach a note to the BPO.

Select the “Supplier Details” link to view the supplier related information.

Select the “Budget Details” link to view the budget related information related to the items.
Select the "Specify Checklist" link to record the check list required for the blanket purchase order.