Purchase Order > Blanket Purchase Order > Release Blanket Purchase Order

To convert a blanket purchase order into a regular purchase order, you must release it using the Release Blanket Purchase Order function. This is the culmination of the blanket purchase order process since it confirms the authorization to order a certain quantity of inventory items from a vendor within a specific period of time as entered in the blanket purchase order.

When you record the release of a blanket purchase order, the system automatically creates a regular purchase order for the released portion of the blanket purchase order. You can continue creating purchase orders by releasing the items in the blanket purchase order until there are no more inventory items to be released or until the valid period of the blanket purchase order has ended. Once a purchase order has been created, the system automatically increases the backorder balance in the vendor record and the on-order quantity values of the affected inventory records.

The following conditions must be met so that you can release a blanket purchase order:

•There are still unreleased quantities of the inventory item in the blanket purchase order.

•The blanket purchase order has not yet expired, which means that the order date falls on or before the date entered in the Valid Until field.

To release a blanket purchase order, perform the following steps:

1.Access the Release Blanket PO function from the Blanket Order group in the Transactions menu of the Purchase Order module.

2.Enter in the Blanket PO # field the number of the blanket purchase order number that you want to release. Alternatively, you may click the List box button to display a list of all blanket purchase orders that are not voided and with unreleased quantity greater than zero (0); then, click the blanket purchase order number to select.

3.When you have entered a blanket purchase order number, the system displays in the Information page a variety of relevant information from the vendor record. In the Information page, define the purchase order’s request and order dates. For more details, see the Information Page section.

4.Access the Line Items page to enter blanket purchase order quantities to be released. For more details, see the Line Items Page section.

5.Access the Order From/Ship To page if you want to amend the ordering and shipping address information for the purchase order. The default information in this tab comes from the blanket purchase order you created. For more details, see the Order From/Ship To Page section.

6.View or update the vendor activities in the Activity page. Refer to the Activity Page section for more information.

7.Access the Notes page and review the information in this page if necessary. For more details, see the Notes Page section.

8.When you are ready, click the Save button in the function toolbar to display the Release Blanket PO save confirmation window. Perform the following in this window:

•If the User Input (Numeric) option is selected in the PO Module Setup function for PO Numbering, follow these steps:

8.1. Enter a number in the Purchase Order # field.

8.2. Click the Save PO button to save the transaction; otherwise, click Cancel Save.

Note: If the Automatic option is selected for PO Numbering in PO Module Setup, AccountMate will automatically provide a purchase order number in the Purchase Order # field based on the number entered in the Next PO # field. Both the Save and Cancel Save buttons are disabled.

9.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click this button if you want to view the purchase order before you print it.

oPrint

Click this button if you want to print the purchase order document. You may also print the blanket purchase order document using the Print Blanket PO report function.

oExport

Click this button to export the blanket purchase order to a PDF file which is the default file format. This will only be available if the blanket purchase order created is for a vendor whose maintenance record has a marked Enable PO Export checkbox setting.

oNext Transaction

Click this button to create a new release blanket purchase order transaction.

Release Blanket Purchase Order

Release Blanket Purchase Order

See Also