Modifying the blanket purchase order

This page allows you to you to modify the selected BPO. Tell me More

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

The “Edit 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 #	The number identifying the BPO to be modified.
Status	The status of the BPO, which could be "Draft" , "Fresh" or "Returned".
	Draft - Indicates that the BPO has been created but some mandatory information has not yet been entered.
	Fresh – Indicates that the BPO has been created and all the mandatory information has been entered. A “Fresh” BPO can be modified, cancelled or authorized.
	Returned – Indicates that the BPO is returned after authorization and before amendment.

Note: If the BPO status is “Fresh” or “Returned”, the amendment number must be zero.

Note: The BPO document can attain the “Fresh” status also on approving the amendment details in the “Amend Purchase Order” activity. For the amended purchase orders, the “PO Amendment #” will be greater than zero.

Enter the following.

BPO Date	The date on which the BPO must be raised (Date Format). Mandatory. If the “Buyer Control” option is set to “Needed” in “Logistics Common Masters” business component, ensure that the BPO date falls within the effective date period defined for the buyer group in the “Create Buyer Group” activity of the “Buyer Group” business component.
User Status	Use the drop-down list box to modify the user-defined status of the BPO. All the “Active” user statuses defined as quick codes for BPO in “Logistics Common Master” business component, are available for selection.

Enter the following in the “BPO Details” group box:

Supplier #	The code identifying the supplier of the item (Alphanumeric, 45). Mandatory. The supplier must have been defined in the “Create Supplier” activity of the “Supplier” business component and must be in “Active” status
	Help facility available

The system displays the following:

Supplier Name

The name of the supplier.

Zoom facility available.

Address

The address of the supplier.

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.

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.

Enter the following:

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.
Agreement #	The number identifying the document, that serves as an agreement between the company and the supplier (Alphanumeric, 18). Mandatory.
Exchange Rate	The exchange rate of the currency in which the BPO is raised and the base currency of the company (Decimal). Mandatory.
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 the ”BPO Valid To” date is later than the “BPO Date”.

BPO Type	Use the drop-down list box to modify the BPO type. The BPO could be of one of the following types:
	Rate – The type of BPO in which the part is bought at a fixed rate. This rate is valid for a given period (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.
BPO Category	Use the drop-down list box to modify the category of the BPO. The system lists all the categories that are in “Active” status, defined in the “Create Common Category” activity from “Logistic Common Master” business component.
BPO Currency	Use the drop-down list box to select the currency in which it is agreed to transact with the supplier. The system lists all the currencies that are in “Active” status and has a conversion factor set for the base currency, in the form of transaction currency. By default, the system displays the currency mapped to the supplier in the “Register Supplier” activity of the “Supplier” business component.

Quality Attribute Check

Use the drop-down list to specify whether the parts listed have to adhere to the attributes and their values specified. The system displays the values “Yes” and “No”.

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

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.
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 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 “Additional Charges”, at the time of creating the BPO.

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

Line #

The sequential number generated by the system for the parts entered in the multiline.

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

Part #

The number identifying the part, which must be procured by raising the BPO (Alphanumeric, 40). Mandatory. The part must be in “Active” status, as defined in the “Create Parts Main Information” activity of the “Part Administration” business component and marked as ‘Purchasable through BPO’ in the OU.

Ensure that the “Part #” is of the part type specified in the “Part Type” field in the ”BPO Details” group box.

Help facility available.

Note: 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 (i) the buyer group available in the BPO has rights to the “Part Type” and “Part Category” of the parts in the BPO (ii) the login user is effective for the current date.

The system displays the following:

Part Description

A textual description of the part.

Enter the following:

Condition	Use the drop-down list box to modify the condition of the part, which could be one of the following:
	New – Indicates that the part is new.
	New Surplus – Indicates that the part is acquired from another operator / MRO, but has not been in use.
	Serviceable – Indicates that the part is serviceable

Order Quantity	The total quantity for which the BPO is raised (Integer).
	The order quantity is mandatory, if the “BPO Type” is “Quantity “ or “Rate”.

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

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

Cost

The cost of the part for the specified quantity (Decimal). The cost must be greater than zero.

Data entry in this field is mandatory, for BPO of the type “Rate”. The cost for BPO of the type “Quantity” or “Value” is displayed from the “Register Supplier” activity of the “Supplier” business component.

Cost Per

The quantity of the part for which the cost is specified (Decimal). Mandatory, when the cost is entered.

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.

Note: If a value is entered in the “Cost” field, the “Cost Per” value must be positive. If the “Cost Per” value is left blank, the system defaults the same as defined for that part number in “Supplier” business component. If the part number is not mapped to the “Supplier” business component, the system defaults the “Cost Per” value as 1.

Line Item Value	The basic value of the particular line item. 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. 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.
Inspection Type	Use the drop-down list box to specify the type of inspection check done on the part, at the time of delivery. Inspection type could be one of the following:
	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 by an external source.
	None – Indicates that no check is required for the part at the time of delivery. The system displays “None” by default.

Matching Type	Invoice matching is the comparison of the quantity and the values of the 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:
	Three way at BPO – when the invoice tolerance is checked at the total BPO quantity and amount, against all GRs and not on the individual GR received quantity and amount.
	Three way at GR – when the invoice tolerance is checked with the individual GR 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 GR inspected quantity and amount.
	Four way at GR – when the tolerance is checked with the individual GR 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. Tolerance is 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 tolerance type could be “Value”, “Quantity” or “Both”. The system sets this field to “None” by default.

Note: If “Tolerance Type” is “Value” or “Quantity”, then the “Tolerance %” should be 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: The “Tolerance %” must be entered, when the “Tolerance Type” is specified.

Receipt +ve Tolerance (%)

The positive tolerance (in percentage) acceptable on the ordered quantity that can be received (Decimal).

Ensure that the value in this field is greater than zero and less than or equal to 100.

Receipt -ve Tolerance (%)

The negative tolerance (in percentage) acceptable on the ordered quantity that can be received (Decimal).

Ensure that the value in this field is greater than zero and less than 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” indicates that “Quality Attribute” values need not be measured during Inspection of the parts”.

The system displays “Standard” by default.

Note: Ensure that when the “Quality Attribute” is set to “Standard” or “Customized”, the “Quality” field is set to “Yes”.

If the Quality Attribute is set as “Standard” or “Customized” for a row in the multiline, the system checks that Quality Attributes with Usage as Purchase have been mapped to the part number in that row. If it has been mapped, the system displays all those attributes in the “Edit Inspection Details” page, on creation of the document.

Remarks

Any additional comments pertaining to the modification of the BPO (Alphanumeric, 255).

Click the “Edit BPO” pushbutton, to update the modified details.

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 generates the line number sequentially for the parts entered in the multiline.

The system updates the status of the BPO as “Fresh”, if the BPO type is “Rate” or “Value” and the Pay Term has been saved for that BPO. If the BPO is of type “Quantity”, and the Pay Term has not been saved, the system sets the status of the BPO as “Draft”. The system stores the name of the login user and the current server date as the created date.

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

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 was 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.

To proceed, carry out the following

Select the “Edit Terms & Conditions” link at the bottom of the page to enter the terms and conditions for the BPO.
Select the ”Edit Allotment Details” link at the bottom of the page to allot quantity for a part.
Select the “Edit Part TCD Details” link at the bottom of the page to add tax, charges and discount for the 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 "Edit References" link to enter the document reference details for the BPO.
Select the “Edit User Defined Details” link to enter the 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.
Select the “View Part / Service wise Rating” link at the bottom of the page, to view the part / service wise rating details.
Select the “View Supplier Rating” link at the bottom of the page, to view the supplier rating details.

Modifying the blanket purchase order – An overview

This page allows you to modify the selected BPO. Only blanket purchase orders, which are in “Draft” or “Fresh” status, can be modified. This page allows you to modify the BPO details such as the date on which the BPO was raised, category of the BPO, supplier code and the currency of the BPO. You can also modify the part details such as condition of the part, ordered quantity of the part and the cost of the part.

What you can do in this page

Modify the blanket purchase order type

Modify the blanket purchaser order category

Modify the part type for which the blanket purchase order is raised

Modify the condition of the part for which BPO is raised

Allow or disallow purchase of alternate parts

Modify the inspection type for the part

Modify the matching type for the part

Modify tolerance type for the part

Modify the blanket purchase order type

You can modify the type of the BPO, based on the type of part that you need to purchase.

Set the “BPO Type” field to “Rate”, if you wish to buy a part at a fixed price.
Set the “BPO Type” field to “Quantity”, if you wish to procure fixed quantity of a part on long-term agreement.
Set the “BPO Type” field to “Value”, if you wish to procure a list of parts for the total value agreed upon.

Modify the blanket purchaser order category

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

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

Modify the part type for which the blanket purchase order is raised

You can modify the part type for which you need to raise the BPO. The part types for which you can raise BPO are, raw material, spare tool, consumable and kit.

Set the “Part Type” field to “Raw Material”, if you need to raise a BPO to procure raw materials.
Set the “Part Type” field to “Expendable”, if you need to raise a BPO to procure spare parts.
Set the “Part Type” field to “Tool”, if you need to raise a BPO to procure tools.
Set the “Part Type” field to “Consumable”, if you need to raise a BPO to procure consumables.
Set the “Part Type” field to “Kit”, if you need to raise a BPO to procure kits for maintenance.
Set the “Part Type” field to “Miscellaneous”, if you need to raise a BPO to procure any other part.

Modify the condition of the part for which BPO is raised