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purchasing   /  Blanket Purchase Orders

Blanket Purchase Orders

A Blanket Purchase Order is a purchase order which has been issued to one vendor in which multiple purchases can be made for a specific period of time, typically throughout a fiscal year.

When repeated purchases of the same type of commodity item is anticipated, multiple Purchase Order Requisitions may be eliminated by submitting one Purchase Order Requisition to establish a Blanket Purchase Order.

The Oracle Blanket Purchase Order is an obligation of UAB funds for goods and services.

Blanket Purchase Orders are issued after review for adherence to UAB policy and applicable State laws governing the procurement process.

The review and approval process is generally completed within four days of receipt of the request in the Accounting Services department.

Upon approval, the Blanket Purchase Order number is assigned in Oracle. Printed Purchase Orders will include the signature of the Director of University Purchasing, who is vested with the sole authority to issue a Purchase Order and obligate UAB funds.

To Generate an Oracle Purchase Order
The Oracle Blanket Purchase Order is entered into the system via a Purchase Order Requisition.

Blanket Purchase Order Requirements
Expiration Date - Found on the PO Header page, the period covered may be for whatever time requested (3-6 months to one year). State accounts coincide with the fiscal year; grants or contracts coincide with the grant period.

Dollar amount to be entered as follows:

For a Blanket PO of $1,000.00
Quantity = 100000
Price = .01
Extended price for this line is $1,000.00

Approval of an Oracle Blanket Purchase Order
All Oracle Purchase Order Requisitions require at least two approvals at the department/school level before the system will forward to Accounting Services. All Purchase Order Requisitions are routed to Accounting Services. The system routes to appropriate review and approval based on dollar amount, object code and bid requirements. When all reviews and approvals are made, the requisition is complete and a Purchase Order number is generated.

The Oracle Blanket Purchase Order Number
The purchase order number is a seven (7) digit number generated by the Oracle system unique to the order.

-Sample PO

-Sample Blanket PO

Method of Distribution for an Oracle Blanket Purchase Orders.
The Header of each Purchase Order Requisition requires a selection of how the Purchase Order will be distributed to the supplier. Listed below are the two methods of distribution the requestor must select for Blanket Purchase Orders:

Print -  A hard copy of the Oracle Purchase Order will be mailed by Accounting Services the next business day following final approval.
Fax - A fax copy of the Oracle Purchase Order will be submitted by the fax server after 6:00 p.m. on the day of final approval. A fax number must be in the Vendor file for this process. In the event a fax fails, it will be manually faxed to the vendor the day after final approval.

Oracle Purchase Order Payments
All payments for Oracle Purchase Orders are processed by Accounts Payable.

It is the department's responsibility to monitor all blanket orders to ensure they are not over expended or expired.

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