Blanket Purchase Orders
What is a Blanket Purchase Order?
A Blanket Purchase Order (BPO) is the preferred method for placing orders which will require multiple payments over a period of time. Examples of BPO's are: standing orders, maintenance/service contracts, and open orders.
When to use:
- The goods or services are reoccurring purchases.
- The order involves variable dollar amounts and/or quantities.
- The goods or services on an order may change over time.
- The maximum order amount may need to be adjusted over time.
- The order has specific contract start and end dates.
- Check the How to Buy page for guidance on planning your purchase.
- Ensure that you have chosen the correct supplier, before submitting a BPO for approval.
- Ensure accuracy of contract periods, budgets, account codes, dollar amounts, part numbers, etc.
- Note: If a BPO is over the Direct Buy Limit and routed to the purchasing department, changes that a buyer must make to information entered by the Preparer (from the department) will restart the approval process.
- Enter a meaningful and easily understood title and description for your BPO.
- When scanning a document to attach to a BPO, be mindful of the image resolution and document size you use.
- If a contract needs to be reviewed by Purchasing:
- If the order is under the Direct Buy Limit, select the Contract Review option on the Summary screen of the Contract Request (remember to include the company contact's name, email and phone number)
- If the order is over the Direct Buy Limit, attach the Contract to the Contract Request and add a Comment to notify the Buyer to review.
- Redact sensitive information from attachments, such as Social Security Numbers, bank account information, etc.
- For communication between departments and buyers on a CR, add a comment to the CR.
- If you make any changes to the BPO, add a Comment to the order stating what changes you made and why.
- Do not split purchase orders to circumvent the competitive process.
- Receiving is mandatory for BPOs. Users must confirm goods or services are received in good condition, and process the receipt to allow invoices to be paid.
- BPOs over the Direct Buy Limit will be routed to Purchasing, for a buyer's review and approval.