Amending BPO

This page allows you to amend the BPO, which are in “Open” status. Tell me More

Select the “Amend BPO” link in the “Select BPO” page. Alternatively, select the hyperlinked BPO number in the multiline of the same page.

The “Amend BPO” page appears.

The system displays the following.

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

The system displays the following in the “BPO Info” group box:

BPO #	A number identifying the BPO selected for amendment.
BPO Amendment #	The amendment number of the BPO. The system generates the amendment number automatically at the time of amending the BPO.

Enter the following:

User Status

Use the drop-down list box to amend the user-defined status that is already assigned to the BPO. All the “Active” user-defined statuses defined in the “Create User Status” activity of the “Logistics Common Master” business component are available for selection.

The system displays the following:

Status	The statuses of the BPO selected for amendment. Only the BPOs, which are in "Open", "Partially Amended", "Amended" or "Returned" status can be amended. In this page the BPO can be in the following statuses:
	Partially Amended – Indicates that the “Open” BPO is under amendment or the BPO has been taken up for amendment.
	Amended – Indicates that the BPO is amended. The amended BPO must be authorized again. The system changes to “Amended” after clicking the “Amend BPO” pushbutton.
	Returned – Indicates that the BPO was either returned before authorization or after amendment. If the BPO is returned before authorization, the amendment number would be zero, else it would be greater than zero.

The system displays the following in the “BPO Details” group box:

Supplier #	The code identifying the supplier who supplies the part.
Supplier Name	The name of the supplier. Zoom facility available.
Address	The address of the supplier who supplies the part. Zoom facility available.
Buyer Group	If the “Buyer Control” option is set as “Needed” in the “Logistics Common Masters” business component, the system displays the buyer group mapped to the login user, in the “Create Buyer Group” activity of the “Buyer Group” business component. Buyer group consists of one or more buyers, who are identified for the procurement of specific items. The system also checks whether this buyer group is allowed to create a BPO. If the “Buyer Group” in the purchase order is not null, the system ensures the following: The login user is a “Primary” or “Secondary” buyer in the Buyer Group of the blanket purchase order. The login user is effective in the buyer group as on current system date.
Part Type	The system displays the part type associated with the BPO.
BPO Date	The date on which the BPO has to be raised.
BPO Authorization Date	The authorization date of BPO.

Modify the following details, if required:

BPO Valid From	The date from which the BPO is valid (Date format). Mandatory. The date entered here must be in the format displayed in the “Date Format” field.
BPO Valid To	The date until which the BPO is valid (Date format). Mandatory. The date entered here must be in the format displayed in the “Date Format” field.

Note: Ensure that amendment date is not greater than the ”BPO Valid To” date.

The system displays the following:

BPO Type

The type of BPO, which could be “Rate”, “ Value” or “Quantity”.

Enter the following:

BPO Category

Use the drop-down list box to amend the category of the BPO. All categories in active status defined in the “Create Common Category” activity from “Logistic Common Master” business component are displayed. The system displays blank by default.

The system displays the following:

BPO Currency

The currency in which it is agreed to transact with the supplier.

Enter the following:

Quality Attribute Check

Use the drop-down list box to amend the parts, which is to adhere to the attributes and their values specified. The system displays the values “Yes” and “No”.

The system displays the following:

Agreement #	The code identifying the supplier’s reference based on the agreement document.
Exchange Rate	The exchange rate of the currency in which the BPO is raised and the base currency of the company.
BPO Basic Value	The basic value of the BPO. The system displays the sum of the “Line Item Value” field displayed for all the line numbers in the multiline. If the “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system checks the basic value of the blanket purchase order.
Base Currency Value	The value of the BPO in base currency. If the “Buyer Control” option is set to “Needed” in “Logistics Common Masters” business component, the system checks whether the basic currency value falls within the limit specified for the buyer, in the “Buyer Group” business component.
Additional Charges	The additional charges incurred due to tax and other fees. The system displays the sum of the total TCD amount entered for all the BPO line numbers in the “Edit Part TCD Details” page and the TCD amount entered for the blanket purchase order in the “Edit Document TCD Details” page.
BPO Total Value	The total value of the BPO. This is calculated by summing up the “BPO Basic Value” and the “Additional Charges” at the time of creating the BPO.

The system displays the following in the “Part Details” multiline:

Line #

The line number of the part selected for amendment.

Note: If any release slip has been made for the BPO, the line number remains the same. For every new record the line number is incremented by one.

Enter the following fields in the “Part Details” multiline:

Part #	The number identifying the part, which has to be procured by raising a BPO (Alphanumeric, 40). Mandatory. The part must be defined in the “Create Main Parts Information” activity of the “Part Administration” business component and the part should be marked as purchasable through BPO in the OU in “Active” status.
	Help facility available.

Note: Ensure that the part number entered in the multiline is the same as the “Part Type” specified in the header.

If the “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Masters” business component, the system ensures that the Buyer Group available in the BPO has rights to the “Part Type” and the “Part Category” of the parts in the BPO.

The system displays the following:

Part Description

A textual description of the part.

Enter the following:

Condition	Use the drop-down list box to amend the condition of the part. Which could be one of the following:
	New – Indicates the part is new.
	New Surplus – Indicates that the part has been acquired from another operator / MRO, but has not been in use.
	Serviceable – Indicates that the part is used for servicing. The system leaves the field to blank by default.

Note: Ensure that “Part #” and the “Condition” combination should not be duplicated.

Order Quantity	The total quantity of the part ordered. The quantity must be greater than zero.
	The order quantity is mandatory when the part selected indicates the “BPO Type” as “Quantity “ or “Rate”.

The system displays the following:

RS Quantity

The quantity specified in the Release Slip. Ensure that there is no release slip in the status “Partially Amended”, “Under Authorization”, or “Amended” when BPO is in “Open” status.

Enter the following:

Purchase UOM

The unit of measurement in which the part is purchased (Alphanumeric, 10). Mandatory. Ensure that this already defined in the “Unit of Measurement” business component and in “Active” status.

Help facility available.

Note: If the purchase UOM is not the same as stock UOM as defined in “Part Administration” business component, then ensure that there is a conversion factor defined in the PUOM to Stock UOM either in “Part Administration” or “UOM” business component.

Cost

The cost of the part for the specified quantity. This field is mandatory, when the cost entered for BPO type is “Rate’” and must be greater than zero. The cost for the BPO type “Quantity” and “Value” is displayed from the “Register Supplier” activity of “Supplier” business component.

The system displays the following:

Cost Per

The quantity of the part for which the cost is specified.

For example, if the cost of one box of oil tins is $100, and the number of tins in one box is 50, enter $100 in the "Cost" field and 50 in the "Cost Per" field if the purchase UOM is Numbers. Enter $100 in the “Cost” field and 1 in the “Cost Per” field if the purchase UOM is Boxes.

Hence, the cost of a single unit (in purchase UOM) = Cost / Cost per.

Enter the following:

Line Item Value	The basic value of the particular line item. The system calculates the basic value as:
	Basic value is order quantity multiplied by cost divided by cost per.
Alternate Part #	Use the drop-down list box to specify whether alternate part must be allowed or not, for the part. The system lists “Allowed and “Not Allowed” as options. If the alternate part number is allowed, then the alternate numbers must be defined in the “Maintain Alternate Part Nos” activity of the “Part Administration” business component. The system sets this field to “Allowed” by default.
Inspection Type	Use the drop-down list box to select the type of inspection to be done on the part at the time of delivery. The inspection types available are
	Self – Indicates that the part has to be checked by the maintenance controller or the person who receives the part.
	By Inspector – Indicates that the part is going to be checked through an external source.
	None – Indicates that no check is required for the part at the time of delivery. The system sets this field to “None” by default.
Matching Type	Invoice matching is the comparison of the quantity and the values of goods available at different points of time in the procurement process. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced to ensure that payment is made for the proper quantity and value of items. Use the drop-down list box to specify the matching type. The following are the various matching types available:
	Three way at BPO – when the invoice tolerance is checked at the total BPO quantity and amount, against all GR’s and not on the individual goods receipt received quantity and amount.
	Three way at GR – when the invoice tolerance is checked with the individual goods receipt received quantity and amount and not on the total BPO quantity and amount.
	Four way at BPO – when the invoice tolerance is checked at the total BPO inspected quantity and amount and not on the individual goods receipt inspected quantity and amount.
	Four way at GR – when the tolerance is checked with the individual goods receipt inspected quantity and amount and not on the total BPO quantity and amount. The system sets this field to “Three way at GR” by default.
Tolerance Type	Use the drop-down list box to specify the tolerance type. The tolerance types available are Value, Quantity or Both. The upper and lower limit within which the quantity or the basic value received can vary. The tolerance limit affects the basic value of the BPO either positively or negatively. The system displays this field as “None” by default.

Note: If “Tolerance Type” is “Value” or “Quantity” then the “Tolerance %” should have a positive value between zero and 100.

Tolerance %

The tolerance allowed in invoice over the order quantity or value or both. The tolerance percentage must be positive and less than 100 (Alphanumeric, 5).

Note: It is mandatory to enter “Tolerance %”, when “Tolerance Type” is none.

Receipt +ve Tolerance (%)	The positive tolerance (in percentage) acceptable on the ordered quantity that can be received (Decimal). Ensure that this value is greater than zero and less or equal to 100.
Receipt -ve Tolerance (%)	The negative tolerance (in percentage) acceptable on the ordered quantity that can be received (Decimal). Ensure that this value is greater than zero and less or equal to 100.
Quality Attribute	Use the drop-down list box to specify whether the values of the quality attributes that is required to be measured for a part are “Standard” or “Customized” or “None”. “None” would mean that “Quality Attribute” values need not be measured during Inspection of the parts”.
	If the "Quality Attribute Check" in BPO Details group box, is set as “Yes”, ensure that quality attribute is either “Standard” or “Custom”. The system displays “Standard” by default.
Note:If the Quality Attribute is set as “Standard” or “Customized” for a row in the multiline, ensure that Quality Attributes with Usage as Purchase have been mapped to the part number in that row.
Remarks	Any additional comments pertaining to the amendment of BPO (Alphanumeric, 255).

Note: Ensure that atleast one row is entered in the multiline for amendment.

Click the “Amend BPO” pushbutton, to update the amended details of blanket purchase order.

The system updates the status of the BPO to “Amended”.

If the “Receipt +ve Tolerance” and “Receipt -ve Tolerance” fields are left blank, the system retrieves the values from the “Part Administration” business component.

To confirm the blanket purchase order

Click the “Confirm BPO” pushbutton, to confirm the amended details of BPO.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

The system updates the status of the BPO to “Fresh”.

To amend other details of the blanket purchase order

Select the “Edit Terms & Conditions” link at the bottom of the page to specify the payment terms and conditions for the BPO.
Select the ”Edit Allotment Details” link at the bottom of the page to enter the supply details of the part.
Select the “Edit Part TCD Details” link at the bottom of the page to add tax, charges and discount for the individual part.
Select the “Edit Document TCD Details” link at the bottom of the page to add tax, charges and discount for the BPO.
Select the “Edit Inspection Details” link at the bottom of the page to enter the inspection details.
Select the “View RS Details” link at the bottom of the page to view the release slip details.
Select the "Edit References" link at the bottom of the page to enter document references for the BPO.
Select the “Edit User Defined Details” link at the bottom of the page to enter user defined details for the BPO.
Select the “Generate BPO Report” link at the bottom of the page, to generate the blanket purchase order report.
Select the “Authorize BPO” link at the bottom of the page to authorize the BPO.

The system displays the following in the “Record Statistics” group box.

Created By	The name of the user who created the BPO.
Created Date	The date on which the BPO is created.
Last Modified By	The name of the user who last modified the BPO.
Last Modified Date	The date on which the BPO was last modified.
Approved By	The name of the user who authorized the BPO.
Approved Date	The date on which the BPO was approved.

Amending BPO – An Overview

This page allows you to amend the BPO, which are in “Open” status. Amendment of BPO is allowed only for those line numbers for which no GR has been created or is under processing. You can add new line items for the BPO, while amending the BPO details.

You can amend the BPO, only if the acceptance details for the goods receipt against the particular BPO have been frozen. If the part has already been accepted, then only the remaining parts can be amended. If the goods have not yet been received, the BPO details can be amended.

Upon amendment, the system updates the status of the BPO to “Amended”, and increments the amendment number for that BPO. You can also confirm the amendment to the BPO. Once confirmed, the BPO attains the “Fresh” status. The system stores the login user ID and the server date along with the modification details.

Note: An “Open” BPO cannot be deleted.

What you can do in this page

Amend the condition of the part

Amend the blanket purchaser order category

Amend the matching type for the procured parts

Amend the tolerance type for the part procurement

Confirm a BPO

Amend the condition of the part

You can amend the condition of the part for which the BPO is raised and for which GR has not been made or GR is not under processing.

In the “Part Details” multiline,

Set the “Condition” field to “New”, if the BPO is raised for a new part.
Set the field to “New Surplus”, if the BPO is raised for a part acquired from another operator / MRO, but has not been in use.
Set the field to “Serviceable”, if the BPO is raised for a part that is serviceable.

Amend the blanket purchaser order category

You can amend the category of the BPO that is already defined in the system.

Select the required category in the “BPO Category” field.

Amend the matching type for the procured parts

Parts are checked at the time of delivery to ensure that the payment is made for the proper quantity and value of items. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced. You can amend the type of matching for a BPO that is already created.

In the “Part Details” multiline,

Set the “Matching Type” to “Three Way at BPO”, if you wish to match the invoice tolerance quantity and value with the total quantity and value against the BPO and not against the individual GRs.
Set the “Matching Type” to “Three Way at GR”, if you wish to match the invoice tolerance quantity and value with the total quantity and value against the individual GRs.
Set the “Matching Type” to Four Way at BPO”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value for a BPO and not against the individual GRs.
Set the “Matching Type” to Four Way at GR”, if you wish to match the invoice tolerance quantity and value with the inspected quantity and value against the individual GRs.

Amend the tolerance type for the part procurement

A tolerance range is allowed in terms of quantity or value during parts supply. You can amend the tolerance type for the BPO that is already created.

In the “Part Details” multiline,

Set the “Tolerance Type” field to “Value”, if you wish to allow tolerance based on the value of the items ordered.
Set the “Tolerance Type” field to “Quantity”, if you wish to allow tolerance based on the quantity of items ordered.
Set the “Tolerance Type” field to “Both”, if you wish to allow tolerance based on both the value and the quantity of items ordered.

Confirm a BPO

You can confirm the blanket purchase order amendment.

Click the “Confirm BPO” pushbutton, to confirm the amended details of BPO.