BLANKET ORDERS

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Villanova University

BLANKET ORDERS

First, any order created as a Blanket Order will not encumber the monies for the items being ordered.

Second, you can not enter on-line requisitions in Banner for these types of orders. BUT, you can submit a request to the Purchasing Department to create a Blanket Order for your Department.

Third, Blanket orders can be created for multiple years. If you use the same vendor year after year consider setting it up for a period of up to 3 years.

Instructions to Departments who want Blanket Orders:

Departments will send a Blanket Order Request Form to the Purchasing Department listing the following information:

This form can be accessed from the forms listed on Villanova's Home Page, ON-LINE FORMS,

BLANKET ORDER REQUEST FORM

Enter data in the areas below for your request.

Example of a Blanket Order Request would be:

    Requestor's Name:   Your name
   Department:     Your Department
    Vendor:              Key vendor name
    Ship To:                   Delivery Address and name of person whose attention billing should go to
    Quantity:              1 (usually)
   Unit of measure:      LOT this allows for multiple invoicing.
   Description:              Fill in the product or service and time period to be covered

For Example:
    Chemistry Supplies for the period from June 1, 1999 thru May 31, 2000
    Rockwood Water Service etc…
    Dollar amount: Estimate of yearly cost

NOTES:

1. No account number is required at this time. Blanket Orders instruct vendors to send invoices directly to the department for approval. You will enter the Index and Account Number to be charged on original invoice, along with a signature, and forward to Accounts Payable,.

2. Blanket Orders should not be used for multiple line item orders.

3. Multi-Year Blanket Orders- To save time and effort in recreating standard commonly used Blanket orders, you would indicate the order will cover services or supplies for the period indicated.

TEXT: June 1, 1999 thru May 31, 2000 $5,000.00

June 1, 2000 thru May 31, 2001 $5,000.00

June 1, 2001 thru May 31, 2002 $5,000.00

You would indicate the dollar amount as $15,000.00

After June 1, you could then start releasing from the same order number for the second year period. The same purchase order number will remain open for all three years.

Any questions on Blanket Orders feel free to call Procurement @ 9-4231

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