Tips:

Non-Catalog Special Requisition: Blanket

Before you begin, review the details about blanket requisition transactions.

What is a blanket?

A type of requisition that is created to encumber 'up front' an estimated or actual amount for a service, agreement or contract to which payments are made on an ongoing basis. When an invoice is received, payments are authorized by receiving the amount of the invoice on the blanket requisition.

What rules apply to blankets?

When should you create a blanket requisition?

Create a new blanket requisition at the beginning of each fiscal year.

Type of Purchase

Appropriate Use

Department/school specific contract primarily for services

Blanket for payment on contracts that are approved by OGC and PPS

Ongoing service or maintenance agreements

Blanket for recurring payment (e.g., monthly) on contracts for services or maintenance of equipment, approved by OGC and PPS

Regular delivery of product or service from preferred vendor

Blanket to pay monthly cost, Same amount every month, When exact amount might be slightly different each month

Regular delivery of product or service from non-preferred vendor when approved contract exists

Blanket to pay monthly cost, Same amount every month, When exact amount might be slightly different each month

Facilities

Used to encumber funding for large, long term construction projects

When should a blanket not be created?

Contents

Step 1: Define Requisition

Navigation: eProcurement → Create Requisition → 1. Define Requisition

  1. Enter Requisition Name. Begin with Blanket, BLK, or other naming convention as determined by your school/department so it is easily recognizable as a blanket when viewing your list of requisitions. maximum number of characters is 30.
  2. Click to select Blanket in the Special Requisition box. This creates a requisition that can be received by amount rather than by quantity.
  3. Click Continue or Add Items and Services.

Graphic: Define Requisiition page wth requisition name and Blanket checkbox selected.

Step 2: Add items and services

  1. Click Non-Catalog tab.
  2. Click Non-Catalog Item.

Graphic: Non-Catalog tab

Graphic: Non-Catalog link

Step 2a: Enter blanket information

For Blanket Requisitions:

  1. Provide Item information.
    1. Item Description-enter brief description of item or service.
    2. Price-Enter US dollars with decimal. Zeros after decimal will auto-populate.
    3. Quantity-Must be 1.
    4. Unit of Measure-Always should be EA.
    5. Category-Click look-up button to select.
    6. Vendor ID-Enter if value is known. Otherwise, click look-up button to select.
    7. Vendor Catalog ID-Enter vendor-provided unique identifier (e.g., SKU).
  2. Click Add Item.
  3. Click Review and Submit to move to that tab.

Graphic: Add Items and Services page for entry

Step 3: Review and Submit

Ship To code

For purposes of this training guide, use Basic method. Click Graphic: Expand section icon (triangle)expand section button (triangle) to left of line item.

Graphic: Expand Section icon and Ship To entry field

Enter chart string

Method 1 (basic)

Use for single line item requisition and single chart string.

Graphic: Expand section icon (triangle)

Method 2 (advanced)

  1. Click checkboxes or select all to select lines for multi-line entry.
  2. Click Modify Line/Shipping/Accounting.

Graphic: Checkboxes to select one or more items to add chart strings to and then cleck Modify Line, Shipping and Accounting

Graphic: Refer To iconREFER TO Training guide Entering Chart Strings for information about

For purposes of this example, Method 1 (basic) is used. In this example, the section has already been expanded.

IMPORTANT NOTE:Fund, Dept, and Account are required are required for all chart strings.

For purposes of this example, only Fund, Dept, and Account are entered.

Graphic: Chart string entry for Fund, Dept and Account


Enter additional chart string values (if applicable)

Additional ChartField values are required for specific funds as shown below.

Fund number

Required ChartField values

110-160

Fund, Dept, Account

170-199, 300-899

Fund, Dept, Account, Project, Activity

If using Fund numbers 170-199 or 300-899, enter Project and Activity. (For chart strings using Project, complete or verify the PC Bus Unit field contains NWUNV.)

Graphic: ChartFields for project and Activity entry

Step 5: Check Budget

  1. Click Check Budget.
  2. Click OK (to save and check the budget for adequate funds).

Graphic: Check budget button

Graphic: pop-up window indicating Requisiition will be saved and the budget checked for adequate funds.

The Processing icon appears in the upper right portion of the screen while the budget check is processing. When the budget checking process has completed, the Budget Checking Status displays. In this example, the status is Valid.

Graphic; Reciew and Submit page with Valid budget check status displayed

REFER TO Resolve Budget Check Errors if budget check status is not valid.

Finishing Up: Confirm blanket is created correctly

Review blanket requisition details to confirm the transaction was created correctly to receive by Amount rather than Quantity. Click the Expand section icon (triangle).

Graphic: Review and Submit page with Expand section icon

Because you selected the checkbox to create a Blanket requisition in Define Requisition, the requisition displays Amount instead of Quantity.

Graphic: Amount field on requisition

Finishing Up: Save and submit

  1. Click Save and Submit.

Graphic: Save and Submit button

Confirmation screen displays.

Requisition is submitted to workflow for approval. A Requisition ID number is assigned to the transaction and begins with REQ. This number should not be given to vendors, only PUR numbers. Upon approval, a unique purchase order number beginning with PUR is system-generated and purchase order is automatically dispatched to vendor or service provider.

Graphic: Confirmation page

IMPORTANT NOTE: Requisitions are not purchase orders.

REQ number is for internal purposes only and should not be communicated to vendors or service providers.

Finishing Up: Create a record of requisition

If necessary for your own records, print or save a copy of the requisition.

Graphic: View printable version link to print the requisition

A separate browser window opens to display the printable version.

Note: Printers and browsers differ. Follow instructions applicable to your workstation to print or save requisition to a file.

Steps in a Nutshell

Navigation: eProcurement → Create Requisition → Define Requisition

Step 1: Define Requisition

  1. Enter Requisition Name. Begin with Blanket, Blk, or other naming convention as determined by school/department so requisition is easily recognized as a blanket (maximum of 30 characters)
  2. In Special Requisition box, select Blanket.
  3. Click Continue.

Step 2: Add Items and Services

  1. Click Non-Catalog tab.
  2. Select request type Non-Catalog Item.

Step 3: Enter non-catalog item information

  1. Enter Item Description.
  2. Enter Price.
  3. Enter Quantity always 1 for blanket.
  4. Enter Category.
  5. Enter Vendor ID.
  6. Provide Vendor Catalog ID.
  7. Enter Unit of Measure.
  8. Click Add Item.
  9. If creating a multi-line requisition, provide information for additional line items (repeat 1-8 above)
  10. When done entering line items, click Review and Submit.

Step 4: Provide ship to

  1. Click expand section button (triangle).
  2. Type in if ship to code is known, or click look up button (magnifying glass) to search for ship to code.

Step 5 : Enter chart string

  1. Click expand section button (triangle) to enter chart string using Method 1 (basic) single item and single chart string.
  2. In Chartfields1, provide Account.
  3. Click Chartfields2.
  4. Provide Fund.
  5. Provide Dept.

REFER TO Training guide Entering Chart Strings for additional information.

Step 6 (if applicable): Enter additional chart string values

  1. If using Fund 170-199, 300-899, provide Project and Activity on Chartfields3.

Step 7: Check budget

  1. Click Check Budget.
  2. Click OK to message.

Budget check process runs and should return status Valid.

REFER TO Training guide Resolve Budget Check Errors if budget check status is not valid.

Step 8 (optional): Confirm blanket is created correctly

  1. Click expand section button (triangle) to confirm that requisition displays Amount instead of Quantity.

Step 9: Save and submit requisition

  1. Click Save & Submit.
    • Confirmation screen displays and requisition enters workflow for approval
  2. Optional: If necessary for your records, click View Printable Version on bottom right of screen to create a record of this requisition.