Framework orders
You can use a blanket order to order services or articles over a defined period of time and without a fixed delivery date. Blanket orders are often used in conjunction with services for, e.g., machine maintenance and construction projects. By entering the start and end of the term of the order, the period during which the services can be provided is defined.
In combination with invoicing plan items, an invoicing plan is created for the automated creation and payment of invoices in your SAP system.
In combination with limit items, you can specify, in the case of services performed by the vendor, the value that may not be exceeded and/or the value above which approval is required.
Hint: For blanket orders, no goods receipt is required for invoicing. The Goods Receipt (GR) step should be deactivated in the purchase order processing workflow. |
To create a blanket purchase order, call up the order list under Operative Purchasing → Order Processing → Purchase Orders . In the order list, you can create a new purchase order by clicking the New button.
Basic data tab
Ordering area
To create a blanket purchase order, activate the blanket purchase order checkbox in the construction data of the purchase order.
Range Period
In the Period area , you can define the validity period for the blanket purchase order.
Term start: in the Term start field, you must enter the term start for the purchase order. In the case of services, for example, the services can only be billed from the start of the term. This field is mandatory and must be filled in.
Termend: in the Term end field, you must enter the term end for the purchase order. In the case of services, for example, the services can be billed until the end of the term. This field is mandatory and must be filled in.
Submission: in the field Submission you can enter a submission number, if available. With a submission number, the orders can be logically grouped together.
Basic data tab of an order item
Area blanket purchase order Item category
In the blanket purchase order item category area, you can select the item category.
Item with invoicing plan: by activating this option, an invoicing plan is automatically created for the purchase order when it is transferred to your SAP system. The following additional fields are displayed in the purchase order item:
Interval: the Interval field is filled in automatically after the invoicing plan type has been selected.
Total number of activity units: the field Total number of activity units is filled in automatically after selecting the invoicing plan type. The number of activity units depends on the invoicing plan type and the interval.
Invoice plan type: Selection of the abbreviation for the desired invoice plan type.
The fields Interval and Total number of activity units result from the runtime and the selected invoicing plan type:
Example:
In the header data of the order, you select the term from 01.01.2017 – 01.03.2017.
For the invoicing plan type, choose the abbreviation for monthly billing.
Results:
Interval = Month
Total number of power units = 3
Limit position: by activating this position it will be marked as limit position. The additional field Limit value is displayed in the purchase order item.
Limit value: in this field you can enter the limit value at which the material or service is to be procured.
For blanket orders, it is not necessary to enter the account assignment data at the time of the order. Within Onventis, the account assignment data can be used, e.g. for order approvals by a cost center manager. If required, the transfer of account assignment data to your SAP system can be suppressed. |
Administration settings for blanket purchase orders
Organization settings
Blanket purchase orders can be activated by your Onventis administrator under Configuration → Settings → Organization Settings → Purchase Order tab via the option Mark as blanket purchase order on header level.
Order processing workflow
For blanket orders, no goods receipt is required for invoicing. This step should be deactivated in the order processing workflow.
Supplier management
Under Vendor Management → Vendors, the correct purchase order processing workflow must be assigned to the vendor with which the blanket purchase orders are processed. For this purpose, different workflows can be assigned to a supplier, according to order type.
Order approval workflow
If you use purchase order approval workflows within your organization, the following additional functions are available for blanket purchase orders:
Limit value (per order)
Limit value (per position)
Position with invoicing plan
Limit position
You can use a blanket order to order services or articles over a defined period of time and without a fixed delivery date. Blanket orders are often used in conjunction with services for, e.g., machine maintenance and construction projects. By entering the start and end of the term of the order, the period during which the services can be provided is defined.
In combination with invoicing plan items, an invoicing plan is created for the automated creation and payment of invoices in your SAP system.
In combination with limit items, you can specify, in the case of services performed by the vendor, the value that may not be exceeded and/or the value above which approval is required.
Hint:
For blanket orders, no goods receipt is required for invoicing. The Goods Receipt (GR) step should be deactivated in the purchase order processing workflow.
To create a blanket purchase order, call up the order list under Operative Purchasing → Order Processing → Purchase Orders . In the order list, you can create a new purchase order by clicking the New button.
Basic data tab Ordering area
To create a blanket purchase order, activate the blanket purchase order checkbox in the construction data of the purchase order.
Range Period
In the Period area , you can define the validity period for the blanket purchase order.
Term start: in the Term start field, you must enter the term start for the purchase order. In the case of services, for example, the services can only be billed from the start of the term. This field is mandatory and must be filled in.
Termend: in the Term end field, you must enter the term end for the purchase order. In the case of services, for example, the services can be billed until the end of the term. This field is mandatory and must be filled in.
Submission: in the field Submission you can enter a submission number, if available. With a submission number, the orders can be logically grouped together.
Basic data tab of an order item
Area blanket purchase order Item category
In the blanket purchase order item category area, you can select the item category.
Item with invoicing plan: by activating this option, an invoicing plan is automatically created for the purchase order when it is transferred to your SAP system. The following additional fields are displayed in the purchase order item:
Interval: the Interval field is filled in automatically after the invoicing plan type has been selected.
Total number of activity units: the field Total number of activity units is filled in automatically after selecting the invoicing plan type. The number of activity units depends on the invoicing plan type and the interval.
Invoice plan type: Selection of the abbreviation for the desired invoice plan type.
The fields Interval and Total number of activity units result from the runtime and the selected invoicing plan type:
Example:
In the header data of the order, you select the term from 01.01.2017 – 01.03.2017.
For the invoicing plan type, choose the abbreviation for monthly billing.
Results:
Interval = Month
Total number of power units = 3
Limit position: by activating this position it will be marked as limit position. The additional field Limit value is displayed in the purchase order item.
Limit value: in this field you can enter the limit value at which the material or service is to be procured.
For blanket orders, it is not necessary to enter the account assignment data at the time of the order. Within Onventis, the account assignment data can be used, e.g. for order approvals by a cost center manager. If required, the transfer of account assignment data to your SAP system can be suppressed. |
Administration settings for blanket purchase orders
Organization settings
Blanket purchase orders can be activated by your Onventis administrator under Configuration → Settings → Organization Settings → Purchase Order tab via the option Mark as blanket purchase order on header level.
Order processing workflow
For blanket orders, no goods receipt is required for invoicing. This step should be deactivated in the order processing workflow.
Supplier management
Under Vendor Management → Vendors, the correct purchase order processing workflow must be assigned to the vendor with which the blanket purchase orders are processed. For this purpose, different workflows can be assigned to a supplier, according to order type.
Order approval workflow
If you use purchase order approval workflows within your organization, the following additional functions are available for blanket purchase orders:
Limit value (per order)
Limit value (per position)
Position with invoicing plan
Limit position