Differences

This shows you the differences between two versions of the page.

--- blanket_orders [2024/08/15 09:40] – created cmorgan
+++ blanket_orders [2025/01/10 13:25] (current) – [Blanket Orders] cmorgan
@@ Line 1: / Line 1: @@
 ====== Blanket Orders ======
-A “Blanket Order” is a special type of [[direct_charges|Direct Charge]] that can be used to encumber an amount of money to be paid down over a period of time using multiple invoices. Blanket orders do not link to a line item or a bibliographic record.
+A “Blanket Order” is a special type of [[new_-_direct_charges|Direct Charge]] that can be used to encumber an amount of money within a purchase order to be paid down over a period of time using multiple invoices. Blanket orders do not link to a line item or a bibliographic record.
 ===== Things to Know =====
@@ Line 14: / Line 14: @@
-  - Create a purchase order by going to **Acquisitions => Create Purchase Order**.
+. Create a purchase order by going to **Acquisitions => Create Purchase Order**.
-  - Fill in the initial form.
+. Fill in the initial form.
+{{::acq_ang_blanket_create_po.png?direct|Create Purchase Order Form}}
     - Select your **Ordering Agency** if it is not already selected.
     - (Optional) Enter a name for the purchase order. 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.
+    - 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.
-  - Click **Create**.
-  - In the pending purchase order click the **New Charge** button at the bottom of the purchase order.{{ ::acq_angular_add_direct_charge.png?direct |New Charge}}
+. Click **Create**.
-  - In the **Charge Type** drop down, select **Blanket Order** (required)
-  - Select a fund in the **Fund** drop down (required)
+. In the pending purchase order that appears, click the **New Charge** button at the bottom of the purchase order.
-  - Enter a **Title/Description** (optional but a good way to track what the expenditure was for as this field can be referenced in reports)
-  - Enter an **Author** (optional)
+{{::acq_angular_add_direct_charge.png?direct|New Charge}}
-  - Enter a **Note** (optional)
-  - 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. (required)
+. In the **Charge Type** drop down, select **Blanket Order** (required)
-  - Click **Save** to save the charge to the purchase order.{{ ::acq_angular_blanket_order.png?direct |Save the Blanket Order Charge}}
-  - You can add additional charges by clicking the New Charge button. :!: You must save each charge you add.
+. Select a fund in the **Fund** drop down (required)
-  - 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. You will also see Disencumber and Remove button next to each charge.{{ ::acq_angular_blanket_order_activated.png?direct |Activated PO with Blanket Order}}
+. Enter a **Title/Description, Author, and Note** (optional but a good way to track what the expenditure was for as this field can be referenced in reports)
+. Enter the **Estimated Cost** of the blanket order. :!: This is the total amount you expect to pay for the order. This amount will be paid down over time. (required)
+. Click **Save** to save the charge to the purchase order. :!: You must individually save each charge you add.{{ ::acq_angular_blanket_order.png?direct |Save the Blanket Order Charge}}
+  * The **Edit** button allows you to edit a saved charge.  Click Save when you have finished editing.
+  * The **Remove** button allows you to remove a charge.
+  * You can add additional charges by clicking the **New Charge** button. :!: Be sure to click Save after each charge you add.
+. When you have finished adding charges activate the purchase order by clicking on the **Activate Order** button in the header of the PO.
+  * The estimated cost for the purchase order will be encumbered and a Finalize Blanket Order button will appear in the purchase order.
+{{::acq_angular_blanket_order_activated.png?direct|Activated PO with Blanket Order}}
+  * You will also see a **Disencumber** and a **Remove** button next to each charge.
+{{::acq_angular_blanket_order_remove_button.png?direct|Remove Button}}
+  * The **Disencumber** button will disencumber the charge amount but the charge will remain in the PO as a reference.  A dialog box appears asking you to confirm that you want to disencumber the amount. {{::acq_angular_blanket_charge_disencumber.png?direct|Disencumber Confirmation}}
+<note warning>When an invoice for a purchase order is created using the Create Invoice link in the top of the purchase order, the disencumbered charges will be pulled into the invoice and will need to be removed by clicking the Remove button next to the charge.</note>
+  * The **Remove** button removes the charge from the PO completely and disencumbers the money.
 ===== To Edit a Blanket Order Charge =====
-To edit a charge click the Edit button. Make your changes and then click the Save button. :!: Charges can not be edited once the purchase order has been activated.
+To edit a charge click the **Edit** button. Make your changes and then click the **Save** button. :!: Charges can not be edited once the purchase order has been activated.
 ===== To Remove a Blanket Order Charge =====
-To remove a charge click on the red Remove button to the right of the charge you want to remove.
+To remove a charge click on the red **Remove** button to the right of the charge you want to remove.
 ===== Invoicing Blanket Orders =====
-==== When you get an invoice for a blanket order: ====
+See [[invoicing_blanket_orders|Invoicing Blanket Orders]] for more information.
-  -     Pull up the purchase order with the Blanket Order that the invoice will be applied to.
-  -     Click the Create Invoice button in the top part of the purchase order.
-  -         The charges will be pulled into the invoice.
-  -     Fill out the top of the invoice form.
-  -   -         If this is the final invoice for the blanket order, check off the Final Invoice for Blanket Order box. 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.
-  -     If there are any charges not associated with the paper invoice, remove them by clicking the Delete link to the right of the charge.
-  -     Fill in the Billed and Paid amounts in the charge.
-  -     Click Close.
-==== When a purchase order needs to be finalized without a final invoice: ====
-  -     Retrieve the purchase order for the blanket charge you need to finalize.
-  -     Click on the Finalize Blanket Order button on the purchase order.{{ ::acq_blanket_finalize_po.png?direct |Finalize Blanket Order}}
-  -   -         This will drop any remaining encumbrance and mark the purchase order as received.