Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.1.3. Blanket Orders

Blanket Order: A purchase order issued to purchase expendable items from a single vendor over a certain period of time, often being the fiscal year. Items are purchased under one purchase order rather than processing separate orders each time supplies are needed.

All blanket purchase orders must include names of individuals who are authorized to purchase items. Blanket order invoices are charged to various indexes and are not encumbered. Equipment cannot be purchased on blanket orders.

If a purchase by blanket order is made locally, do the following:

1. Obtain an invoice from the vendor.



2. Indicate the index, account code, blanket order number, and authorizing signature on the invoice. Accounts Payable will return invoices to the department if any of this information is missing which will delay payment and may result in late fees/service charges being charged to the department.



3. Send the invoice to Accounts Payable immediately to ensure prompt payment to the vendor.



NOTE: All blanket order invoices must include the following information before being sent to Accounts Payable for payment:

1. Vendor name



2. Items being purchased



3. Blanket Order number



4. Index to be charged



5. Account code to be charged



6. Authorized signature

There must be an adequate balance in the blanket order. If additional funds are needed, a change order to the purchase order must be processed.

If a purchase is not made locally using a blanket order, the invoice may be sent to the department or to Accounts Payable. If the department receives the invoice, the above procedure should be followed. If the invoice is received by Accounts Payable, the invoice will be forwarded to the department for the index, account code, blanket order number, and authorized signature.