Authorizing the BPO

This page allows you to select the BPO for authorization or cancellation . Tell me More

Select the “Authorize Blanket Purchase Order” link under the “Blanket Purchase Order” business component.

The “Authorize 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.

Enter the following in the “Search Criteria” group box, to search for blanket purchase orders to be authorized:

BPO #

The number identifying the BPO to be authorized. You can enter the BPO number in full or specify it partially using the “*” character. The system retrieves all the blanket purchase orders with BPO numbers similar to the number entered here. Leave this field blank, to retrieve all the BPOs.

BPO Type

Use the drop-down list box to select the type of the BPO to be authorized. The BPO could be of the type “Rate”, “Quantity” or “Value”.Leave this field blank to retrieve all the BPOs irrespective of their type.

Rate - The type of BPO in which the part is bought at a fixed rate. This rate is valid for a given period (The BPO validity period)
Quantity - The type of BPO in which there exists a long-term agreement on the quantity that will be ordered. This quantity is total quantity required across locations.
Value – This type of BPO specifies the total business that is guaranteed to the supplier on a set of parts. The total order value of all the parts will be equal to this value.

The system leaves this field blank by default.

BPO Date From

The starting date in the range of BPO dates from which the BPO details must be retrieved (Date Format). Ensure this date is earlier than or equal to the system date. The system lists all the BPOs that are raised later than this date. Leave this field blank to retrieve all the BPOs, irrespective of the date. The system displays the date that is one month earlier to the current system date, by default.

Note: The “BPO Date From” must be less than or equal to “BPO Date To”.

BPO Date To	The ending date in the range of BPO dates until which the BPO details must be retrieved (Date Format). Ensure this date is earlier than or equal to the system date. The system lists all the BPOs that are raised earlier than this date. Leave this field blank to retrieve all the BPOs, irrespective of the date. The system displays the current system date by default.
Part #	The part number for which the BPO was raised (Alphanumeric, 40). You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the BPOs raised on part numbers similar to the number entered here. Leave this field blank to retrieve all the BPOs, irrespective of the part for which the BPO is raised.
Part Type	Use the drop-down list box to modify the part type for which the BPO is raised. The system lists the following predefined part types: “Expendable”, “Raw material”, “Tool”, “Consumable”, “Kit”, “Miscellaneous” and “All”. The system lists the “All” option if the BPO is created for multiple part types, or if the “Multiple Part Types Allowed” option is set as “Yes” in the “Set Options” activity. The system retrieves all the BPOs raised for the part type specified here. The system leaves the field blank by default.
Supplier #	The code identifying the supplier (Alphanumeric, 45). You can enter the supplier code in full or specify it partially using the “*” character.

Note: Ensure that the supplier code is not in “Non-Active” or “Hold” status.

Status	Use the drop-down list box to select the status of the BPO to be authorized. The system provides the following options:
	Fresh – when the BPO has been created but not authorized.
	Under Authorization – when the BPO authorization is in progress. The system leaves the field blank by default.
BPO Category	Use the drop-down list box to select the category of the BPO to be authorized. The system lists all the categories that are in “Active” status defined in the “Create Common Category” activity in the “Logistic Common Master” business component. The system leaves the field blank by default.
User Status	Use the drop-down list box to select the user status. All the statuses created in the “Create User Status” activity of the “Logistics Common Master” business component are displayed. The system leaves the field blank by default. The system lists the buyer groups defined in the “Create Buyer Group” activity of the “Buyer Group” business component satisfying the following conditions: The buyer groups that are in “Active” status. The buyer groups mapped to the blanket purchase order in the “Edit Document Mapping” activity of the “Buyer Group” business component.
Buyer Group	Use the drop-down list box to select the buyer group to which the buyer is associated. The system leaves the field blank by default. The system lists the buyer groups defined in the “Create Buyer Group” activity of the “Buyer Group” business component satisfying the following conditions: The buyer groups that are in “Active” status. The buyer groups are mapped to the blanket purchase order in the “Edit Document Mapping” activity of the “Buyer Group” business component.
Created By	The name of the user who created the BPO (Alphanumeric, 40).

Click the “Search” pushbutton, to retrieve the details in the multiline.

The system displays the following in the “Search Results” multiline.

BPO #	The BPO retrieved by the system.
BPO Amendment #	The amendment number of the BPO.
BPO Date	The date on which the BPO was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
BPO Total Value	The total value of the BPO.
Status	The status of the BPO, which could be “Fresh”.
BPO Category	The category to which the BPO belongs.

Enter the following field:

User Status

Use the drop-down list box to select the user-defined status of the BPO. The system lists all the “Active” user statuses as defined in the “Create User Status” activity, for a BPO, in the “Logistics Common Master” business component. The system displays the current user defined status of the BPO.

The system displays the following:

Created By	The name of the user who created the BPO.
Buyer Group	The code that identifies the buyer group to which the buyer is associated.

Enter the following field, if you wish to return the BPO:

Reason

The reason for returning the BPO. Data entry in this field is mandatory, when the BPO is returned.

Check the “Select All” box, if you wish to authorize all the blanket purchase orders listed in the multiline.
Check the box in the “Select” column of the multiline, to mark the BPO for authorizing or returning.

Note: At least one row must be selected in the multiline.

To view BPO details before authorization

Select the “View BPO” link at the bottom of the page, to view the details of the selected blanket purchase order.

To authorize blanket purchase order(s)

Click the “Authorize BPO” pushbutton, to authorize the selected BPO(s).

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 “Open”, if the workflow returns the status as authorized. If the workflow returns any other status, then the system updates the status of the BPO to “Under Authorization”. If workflow is not configured, then the status of the BPO is set to “Open”.

To return purchase order(s)

Click the “Return BPO” pushbutton, to return the selected BPO(s).

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

The system stores the login user ID and the server date along with the authorization or return details.

Authorizing the BPO – An Overview

This page allows you to select the BPO for authorization or returning. You can also view the BPO details before authorizing or returning. The system displays the BPO details in the multiline as per the search criteria. You can select multiple BPOs in the multiline and authorize them all at once.

Only blanket purchase orders that are in the “Fresh” status, can be authorized. Upon authorization, the BPO moves to “Under Authorization” if the BPO is configured for multiple levels of authorization and the user in last level has not yet authorized the document. When “X” is the highest sequence number, BPO changes to “Authorized” status. After authorization the status of the BPO changes to “Open”. The systems stores the login user ID and the server date along with the modification details. The authorized BPO cannot be modified; it can only be amended.

What you can do in this page

Authorize blanket purchase orders in bulk

Return the BPO

Authorize blanket purchase orders in bulk

You can simultaneously authorize all the blanket purchase orders listed in the multiline. This option is useful in situations where a large number of blanket purchase orders are listed in the multiline and you need to authorize all the BPOs.

Enter the filter criteria to search for blanket purchase orders to be authorized.

Based on the search criteria, the system lists the BPOs in the “Search Results” multiline.

Check the “Select All” box below the multiline to select all the blanket purchase orders for authorization.
Click the “Authorize BPO” pushbutton.

Return the BPO

You can return the blanket purchase order in this page.

Check the box in the “Select” column of the multiline to select the BPO to be returned.
Enter the reason for returning the BPO, in the “Reason” field in the multiline.
Click the “Return BPO” pushbutton to return the BPO.

The status of the BPO changes to “Fresh”.