Blanket Releases Chapter

7/29/2019 Blanket Releases Chapter

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Copyright The George Washington University. All rights reserved.

Creating Blanket

Releases


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Creating Blanket Releases

Section Objectives

At the end of this section, you should be able to:

Create a blanket release against a blanket purchase agreement

Approve a blanket release

Change an encumbered blanket release

Enter notification controls for a blanket release


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Creating Blanket Releases

A blanket purchase agreement determines the characteristics and prices of requisition items. A blanketrelease purchase agreement is an actual order of goods you issue against a blanket purchase agreement.The release specifies the actual quantities, the required dates, and the account distributions for theordered items. You identify a release by the combination of the blanket purchase agreement number andthe release number.

Blanket Purchase Agreement Releases

1. Select Responsibility.

2. Navigate to the Releases form by selecting PurchaseOrders > Releases in your Navigator.

3. Open the Releases form.

Opening a FormYou can open a form in Oracle one of three ways: (1) highlighting the form and clicking

the Open button; (2) double-clicking on the form; (3) highlighting the form and pressingthe Enter key on your keyboard.


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4. Select the Blanket Agreement against which you want to create the release, in the PO, Rev field,using the List of Values.

There are four tabs in the Releases form: Shipments, More, Statusand Item.

Shipments tab:

5. Click in the NUM field.

6. Select the Line number using the List of Values.

The Header information for your release defaults depending on the blanket agreementyou choose.

The NUM, Org and Ship-To fields default.

The Unit of Measure (UOM) and Price default from the blanket agreement.


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7. Select the Ship-To Location. This is the preparers receiving location.

8. Enter the Quantity. This value must be greater than 0.

9. Optionally, enter the Promised date.

10. Optionally, enter the Need-By date.

11. Taxable box - N/A

More tab:

12. Optionally, enter the Receipt Close Tolerance % for your shipments.

13. Optionally, enter the Invoice Close Tolerance % for your shipments.

The default is the quantity from the corresponding purchase order line. If you decreasethis quantity, Oracle Purchasing automatically defaults the quantity ordered onto the next

line to the total quantity that you have not yet placed on the shipment line.

Oracle Purchasing automatically closes a shipment for receiving if it is within the receivingclosing tolerance at the receiving close point.


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14. Select the Match Approval Level using the dropdown arrow.

For Services

Select 2-Way

For Goods

If line total is less than $1000.00 select 2-Way

If line total is $1000.00 or more select 3-Way

4-Way is not used

15. Check the Firm box, if applicable.

Status tab:

For each shipment, Oracle Purchasing displays the following information:

Status

Oracle Purchasing automatically closes a shipment for invoicing if it is within the invoiceclosing tolerance at the billing.

The Invoice Match Option should always be set to PO.


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Quantity Ordered

Quantity Received

Quantity Canceled

Quantity Billed

Item tab:

16. Save your work.

Saving a documentYou can save a document in Oracle one of three ways: (1) selecting Save from the File

menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].


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Using Releases: Receiving Controls

Releases: Receiving Controls


2. Navigate to the Receiving Controls form by clicking the Receiving Controls... button in theReleases form.

The Receiving Controls form appears:


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3. Enter the maximum acceptable number ofDays Early to accept receipts.

4. Enter the maximum acceptable number ofDays Late to accept receipts.

5. Select theAction for receipt date control from the drop-down values.

This field determines how Oracle Purchasing handles receipts that are earlier or later than the allowednumber of days selected. Use the drop down arrow to choose one of the following:

None: Receipts may exceed the allowed days early or late

Reject: Shipments outside the number of days early or late are to be rejected

Warning: Receipt will be permitted, and a warning message will display

6. Enter the maximum acceptable over receipt Tolerance %.

7. Enter theAction for over receipt quantity control.

This field determines how Oracle Purchasing handles receipts that exceed the quantity received tolerance.Use the dropdown arrow to choose one of the following:

None: Receipts may exceed the selected tolerance

Reject: Shipments exceeding the selected tolerance are to be rejected

Warning: Receipt is permitted, and a warning message displays

8. Check theAllow Substitute Receipts box to indicate that receivers can receive substitute items inplace of ordered items.


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9. Select the Receipt Routing using the List of Values, if different from the one that defaults.

Direct Delivery: When you want the item to be delivered directly to you

Inspection Required: When you want the item to be inspected

Standard Receipt: When you want the item to be delivered to Central Receiving

10. Select an Enforce Ship-To location option to determine whether the receiving location must be thesame as the Ship-To Location. Options are:

None: The receiving and ship-to locations may differ

Reject: Receipts are rejected when the receiving and ship-to locations differ

Warning: Receipts are permitted, and a warning message displays

11. Click the OKbutton to save your entries.

You may click the Cancel button to cancel your entries and return to the Releaseswindow.


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Using Distributions

Distributions

You may create more than one distribution line for a single releases line if you are charging your release tomore than one GL account or PTA. When entering more than one distribution line you must complete the

first distribution line and then click on the second line to enter the second GL account or PTA.

The Distribution form consists of three tabs, Destination, Project, and More.

1. Select Responsibilty.

2. Navigate to the Distributions form by clicking the Distributions button from the Releases form.

The Distributions form appears:


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Destination tab:

3. Optionally, select the Requestor name using the List of Values.

4. Select the Deliver-To location using the List of Values.

5. Enter the Quantity of the purchase order shipment that you want to charge to the accountingflexfield.

6. Select the Charge Account using the List of Values.

If you are charging to a project, do not enter any further information in the Destinationtab. Instead enter the Project, Task and Award information in the Project alternativeregion. Go to page #13.

The NUM field defaults sequentially starting at 1 and Destination type defaults.

The default value comes from the quantity you entered in the Shipments tab on theReleases form. If you decrease the default quantity, the total quantity you have not yetassigned to a distribution line automatically defaults on the next distribution line.


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7. The GL Date defaults.

8. Click on the small box to the far right on the distribution line.

The PO Distributions form is displayed:

9. Enter the Deliver-to RoomNumber followed by the Requestors Phone Number followed bythe Requestors e-mail in the PO Distributions form.

10. Enter the Secondary Role if the release is being routed for approval to someone other than your pri-

mary approver.

11. Click the OKbutton.

Project tab:

If you are charging to an Alias and Account, go to page #12 and follow the Destinationtab instructions.


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12. Select a Project number - you may use the List of Values.

13. Select a Tasknumber - you may use the List of Values.

14. Select anAward - you may use the List of Values.

15. Select the Expenditure Type - you may use the List of Values.

16. Select the Expenditure Organization - you may use the List of Values.

17. Enter the Expenditure Date (todays date).

18. Click on the small box to the far right on the distribution line.

The PO Distributions form is displayed:

The Project tab is the region where you link purchase order charges to a project, task,award and expenditure type.


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19. Enter the Deliver-to RoomNumber followed by the Requestors Phone Number followed bythe Requestors e-mail in the PO Distributions form.


21. Save your work.




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Approving Blanket Releases

Viewing Agreement Information

Prior to submitting your release for approval, you may review the blanket agreement against which youhave created a release.

Approving Blanket Releases

After you have saved the information for your release, you must submit your release for approval. Theapprover for your release can approve it the same way as he/she would a requisition.


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Viewing Agreement Information and Submit-ting Releases for Approval

Viewing Blanket Purchase Agreements


2. Navigate to theAgreement form by clicking theAgreement button from the Releases form.

The Agreement form appears:

You must select a Blanket Purchase Agreement before viewing the agreementinformation.


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3. Close the form.

Submitting Releases for Approval4. Click on theApprove button in the Releases form.

The Approve Document form appears:


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5. The Submit for Approval will automatically be checked.

6. Forward box - N/A

7. Optionally, enter a Note to the approver.


The following Note window or a series of Notewindows will appear:


10. Save your work.


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Changing Encumbered Releases

You can make changes to your blanket release for which funds have been reserved (or encumbered), bytemporarily unreserving the blanket release, making the desired changes, and reserving the blanketrelease again.

The following information can be changed on a release:Buyer

Ship-To location

Receipt Close Tolerance %

Invoice Close Tolerance %

Invoice Matching

Requestor

Deliver-To location

Charge Account

Deliver-to Room Number

Project, Task, and Award information

Receiving Controls information

Additionally, you may add more information to the release.


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Changing Encumbered Releases

Finding Blanket Purchase Agreement Releases

The more search information you include, the more restrictive your search. You may choose not to enterany search criteria. In this case, click on the Find button and all the purchase orders created will be dis-

played.


2. Navigate to the Find Purchase Orders form by selecting Purchase Orders > Purchase OrderSummary from your Navigator.

3. Open the Purchase Order Summary form.

The Find Purchase Orders form appears:

You can open a form in Oracle one of three ways: (1) highlighting the form and clickingthe Open button; (2) double-clicking on the form; (3) highlighting the form and pressing

the Enter key on your keyboard.


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4. Enter the PO Number.

5. Enter the Release number.

6. Select Blanket Release as the PO Type using the List of Values.

7. Enter additional information to further restrict your search.

Select the Supplier using the List of Values.

Select the supplier Site using the List of Values.

Select the Ship-To Org using the List of Values.

Select the Ship-To location using the List of Values.

Select the Bill-To location using the List of Values.

Select the Buyer using the List of Values.

Select the Line Type using the List of Values.

8. Use the tabs to further restrict your search.

Tabs Relative Purchasing Information

Item Item, Revision, Category, Description, Supplier Item


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9. Select the Results group (Headers, Lines, Shipments, or Distributions) radio button to determinewhich summary form to open.

10. Click the Find button.

The PO Summary form appears:

11. Select the release you want to change by clicking in the box to the left of it.

12. Click the Open button.

Date Ranges Order, Approved, Promised, Need-By, Closed

Status Order Approval, Control, Hold, Frozen, Firmed

Related Documents Contract, Quote, Receipt, Requisition, Supplier Quote,Quote Line, Invoice, Paper Requisition

Deliver To Destination Type, Requestor, Organization, Location, Sub-

inventory

Accounting Period, GL Date, Charge Account, Budget Account, ActiveEncumbrances

Project Project, Task

Depending on the search criteria you have specified, not all summary forms may beavailable


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The Purchase Order Summary to PurchaseOrders form appears:

13. Click on theApprove button.

The Approve Document form appears:


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14. Select the Unreserve radio button.




You cannot unreserve funds if lines have been received or closed. The Unreserve option isavailable only if funds are currently reserved for at least one line in your document. The

Unreserve Date defaults.


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18. Make the appropriate changes to your release.

19. Save your work.

The following note appears:


Saving a documentYou can save a document in Oracle one of three ways: (1) selecting Save from the Filemenu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].


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21. Click theApprove button again.

22. Click the OKbutton to resubmit the release for approval.


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Summary

You should now be able to do the following:

Create a blanket release against a blanket purchase agreement

Approve a blanket release

Change an encumbered blanket release

Enter notification controls for a blanket release

Should you have any questions, contact the Help Desk at 994-5530, Option#4.

Date post:	03-Apr-2018
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