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22.3.4. Blanket Orders

Blanket Order: An open order for a specified period which authorizes the vendor to allow items/services to be charged by one of the authorized persons usually listed on the order. Equipment is not to be requested on a blanket order (except in certain instances which have been approved prior to issuance of the blanket order). Blanket orders are for items valued less than $5,000, including freight.

Blanket orders are not encouraged because the purchasing credit card is much more convenient and efficient. Using the card results in a significant savings to the University. Both blanket orders and items charged to the purchasing card are for items valued less than $5,000, including freight.

To place a blanket order, do the following:

1. Prepare a paper (not Banner) purchase requisition, as Banner does not allow an electronic requisition to be transformed into a blanket order. The requisition must include the following:
   • the suggested vendor
   • the ship-to code
   • the transaction date
   • the requestor name and phone number
   • the organization name
   • 08000 commodity code
   • a brief description of the needed items/service
   • the specific period of time to be covered
   • list of persons authorized to purchase items/service
   • total order value
   • appropriate approval is department head signature.

   NOTE: The value shown on the blanket order is not encumbered when the order is created, since no account information is entered into Banner at that time. The encumbrance occurs when the invoice is entered.

2. Request that the vendor reference the blanket order number on all labels, packing slips, invoices, statements, and other paperwork relating to the order so that the transaction may be quickly identified.

To electronically view the remaining balance on a blanket order, do the following:

1. Sign on to the Banner Finance System.

   NOTE: Refer to Chapter 2. Accounting Services for instructions relating to the Banner Finance System.

2. Go to the Blanket Order Activity Form (FPIBLAR). For additional information on this form, refer to the End User chapter in the Banner Finance System manual entitled, Displaying the Remaining Balance on a Blanket order.

To electronically view the blanket order itself, do the following:

1. Sign on to the Banner Finance System.
2. Go to the Purchase Order Query Form (FPIPURR) and refer to Displaying Purchase Order Information in the End User chapter for additional information.

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