requisitions -create blanket purchase order (bpo)

Requisitions - Create Blanket Purchase Order (BPO)R13V1

Proprietary and Confidential

Requisitions - Create Blanket Purchase Order (BPO)

A Blanket Purchase Order (BPO) is often negotiated to take advantage of predetermined prices and is effective for recurring needs. It may contain one or more item(s) and/or service(s) within a specific period of time.

Proprietary and Confidential 2

Requester

Buyer

Approver

Supplier

System Administrator

Impacted Role(s)

• Every frequently or repetitive purchase requisition goes through an approval.

• No flexibility of keeping approvals configurable.

• No way for scheduling releases automatically.

Pain-points

ü Touch-less for release PO automatically based on recurring needs.

ü Efficient process for repetitive purchases.

ü Saves times for financial and purchasing approvers for each and every purchase.

ü Better lead time.

ü Negotiated pricing.

Benefits

Feature Overview


Notes:

Provides a better and enhanced visibility of features like Popular Categories (Configurable), Recent Orders, Material Request Forms, Punchout Suppliers, Favorites etc. in one single page which makes it easy to access and leverage it in your daily operations.

It will be applicable across all the location(s).

Popular Categories: The popular categories based guided forms will appear only if it’s enabled for your organization. For more details on guided buying forms, please refer the “Guided Buying” job-aid.

Search Feature: An enhanced search.

View All: Clicking ‘View All’ shows all the guided forms that have been created for your organization basis each Category or Sub-category.

Upon login as either Requester or Buyer Role, a new landing displays the forms setup by the administrator based on the categories. Along-with other sections like, Recent Orders, Create Non-catalog Request, Frequently Ordered Items, Favorites etc.

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© 2019 Copyright Xeeva | Proprietary & Confidential | V-11.1

Notes:

Options like Blanket PO, Create PO are configurable at Locationand User Level which means if it’s enabled for particular location(s) and associated user(s) then only it shows up in the section.

Primarily, Buyer(s) can create Blanket PO in Xeeva however Requester(s) can also be provided with an access in order for them to create the BPO as well.

BPO follows a separate approval hierarchy which must be set up via admin module under Approval Hierarchy > BPO Approval

Scroll down to Create Non-catalog Request section, and click Blanket PO. User may see options like Blanket PO, Manual PO only if access has been provided.

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It shows all the existing BPOs created, if any. Click Create Blanket PO to initiate the BPO process.

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Notes:

Supplier: Start typing the Supplier name and the system will automatically display the available Suppliers.

BPO Owner: Enter the name of the person who owns this Blanket PO. It may either be requester role or approver role configured in Xeevaapplication.

Release Approvals Required: If Enabled/ON then every time a requester raises a requisition against this BPO, the requisition will go through normal approval hierarchy for that location. If it’s OFF, then it will not go through the approval process and will directly result into a release PO against that BPO.

Order Description: A summary of the order that it’s being created for.

Fields which are marked with *asterisks are mandatory to fill.

Complete all of the required details like Supplier, BPO Owner, Order Description, Start/End Date, Freight Terms, Payment Terms, Shipping and Billing Address, Comments, Attachments etc.

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Notes:

Start Date: BPO becomes effective from this date. Requester would be able to create requisitions after this date only after supplier has accepted the BPO.

End Date: Expiration of the BPO and no user will be able to create requisitions against this BPO post this date.

Payment Terms: Select the payment term from the dropdown menu.

Freight Terms: Select the desired freight terms from the dropdown menu.

NTE: Enter the ‘Not To Exceed’ spend limit that you are setting for the Blanket PO.

Line Tolerance: Enter the Line Tolerance in % that is allowed for line level.

Complete all of the required details like Start/End Date, Freight Terms, Payment Terms, Shipping and BillingAddress, Contract ID, Contract URL, Comments etc.

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Click Upload File(s) to add/upload the relevant documents or attachments which can either be marked as Internal or External.Internal: Attachment(s) will only be visible to internal stakeholders.External: Attachment(s) will be visible to suppliers as well.

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Notes:

Adding Cost Center(s): User may either select one or multiple Cost Center(s) which means that requester(s) who have access to these selected cost center(s) will have access to this particular blanket PO and they will be able to raise release request(s) against the blanket PO accordingly.

Click Proceed To Add Cost-Center(s) to assign the authorized Cost Center(s).

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Select one or multiple cost centers for this BPO, which means that requesters having access to those cost-centers will be able to create PO release(s) against this BPO.

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Notes:

Adding Requester(s): User may either one or multiple requester(s) which means that only these requester(s) will have access to this particular blanket PO and they will be able to raise release request(s) against the blanket PO accordingly.

Click Add Requester(s) to allow preferred requesters who can raise requisitions against this blanket PO.

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9 Select one or multiple Requester(s) for this BPO, which means that only these requesters will be able to create PO release(s) against this BPO.

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Notes:

Adding Item(s): User may either add Item(s) / Service(s) through Material / Services / Catalog.

Click Proceed – Add Item(s) to assign/include the item(s)/service(s) which will be bought from the supplier against this BPO..

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11 Click Add Item to proceed to item/service add screen.

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Notes:

Adding Item(s): User may either add Item(s) / Service(s) in below 3 ways:

Material: Add item by filling out the details manually like Categorization, UOM, Quantity, Unit Price, Lead Time, MOQ etc.

Service: Add Service(s) by filling out the details manually like Categorization, Price, Lead Time, MOQ etc. The only difference between Material and Service is user is required to put only pricing and Quantity will be greyed out and defaulted to 1.

Catalog Search: A faster way to add search items through catalog and add to the BPO without much manual inputs.

Click Material / Service / Catalog Search to add preferred item/service to the BPO, enter all the required details..

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13 Click Save & Add to add item/service to the blanket PO draft, click X to review items added.

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Notes:

Click Auto Release icon to configure or set up the frequency for creating the requisition/PO automatically for the quantity as specified.

Click Pencil icon toedit/update the item details like Quantity, Pricing, UoM etc.

Click Delete icon to delete/remove the item/service from the BPO.

1. After BPO is submitted then it follows the defined approval workflow for BPO.

2. Once fully approved, it goes to supplier for acknowledgement.

3. Supplier must acknowledge it via Marketplace portal to make the BPO Active and ready for use.

4. Requesters can raise release requests.

Review the item(s) added and ensure that its Pricing and Quantity are correct. User may also make necessary edits if required.

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15 Click Submit to finally submit the BPO for approvals. The first approver will always be BPO Owner followed by the approval hierarchy configured as desired.

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requisitions -create blanket purchase order (bpo)

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