Creating Blanket Releases

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Creating Blanket Releases

Section Objectives
At the end of this section, you should be able to: Create a blanket release against a blanket purchase agreement Approve a blanket release Change an encumbered blanket release Enter notification controls for a blanket release

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Creating Blanket Releases

A blanket purchase agreement determines the characteristics and prices of requisition items. A blanket release purchase agreement is an actual order of goods you issue against a blanket purchase agreement. The release specifies the actual quantities, the required dates, and the account distributions for the ordered items. You identify a release by the combination of the blanket purchase agreement number and the release number.

Blanket Purchase Agreement Releases

1. 2. Select Responsibility. Navigate to the Releases form by selecting Purchase Orders > Releases in your Navigator.

3.

Open the Releases form.

Opening a Form You can open a form in Oracle one of three ways: (1) highlighting the form and clicking the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing the Enter key on your keyboard.

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4.

Select the Blanket Agreement against which you want to create the release, in the PO, Rev field, using the List of Values.

The Header information for your release defaults depending on the blanket agreement you choose.

There are four tabs in the Releases form: Shipments, More, Status and Item. Shipments tab:
5. Click in the NUM field.

The NUM, Org and Ship-To fields default.

6.

Select the Line number using the List of Values.

The Unit of Measure (UOM) and Price default from the blanket agreement.

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7. 8.

Select the Ship-To Location. This is the preparers receiving location. Enter the Quantity. This value must be greater than 0.

The default is the quantity from the corresponding purchase order line. If you decrease this quantity, Oracle Purchasing automatically defaults the quantity ordered onto the next line to the total quantity that you have not yet placed on the shipment line.

9.

Optionally, enter the Promised date.

10. Optionally, enter the Need-By date. 11. Taxable box - N/A

More tab:

12. Optionally, enter the Receipt Close Tolerance % for your shipments.

Oracle Purchasing automatically closes a shipment for receiving if it is within the receiving closing tolerance at the receiving close point.

13. Optionally, enter the Invoice Close Tolerance % for your shipments.

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Oracle Purchasing automatically closes a shipment for invoicing if it is within the invoice closing tolerance at the billing.

14. Select the Match Approval Level using the dropdown arrow. For Services Select 2-Way For Goods If line total is less than $1000.00 select 2-Way If line total is $1000.00 or more select 3-Way 4-Way is not used

The Invoice Match Option should always be set to PO.

15. Check the Firm box, if applicable.

Status tab:

For each shipment, Oracle Purchasing displays the following information: Status

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 Quantity Ordered Quantity Received Quantity Canceled Quantity Billed

Item tab:

16. Save your work.

Saving a document You can save a document in Oracle one of three ways: (1) selecting Save from the File menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

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Using Releases: Receiving Controls

Releases: Receiving Controls
1. 2. Select Responsibility. Navigate to the Receiving Controls form by clicking the Receiving Controls... button in the Releases form.

The Receiving Controls form appears:

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3. 4. 5.

Enter the maximum acceptable number of Days Early to accept receipts. Enter the maximum acceptable number of Days Late to accept receipts. Select the Action for receipt date control from the drop-down values.

This field determines how Oracle Purchasing handles receipts that are earlier or later than the allowed number of days selected. Use the drop down arrow to choose one of the following: None: Receipts may exceed the allowed days early or late Reject: Shipments outside the number of days early or late are to be rejected Warning: Receipt will be permitted, and a warning message will display 6. 7. Enter the maximum acceptable over receipt Tolerance %. Enter the Action for over receipt quantity control.

This field determines how Oracle Purchasing handles receipts that exceed the quantity received tolerance. Use the dropdown arrow to choose one of the following: None: Receipts may exceed the selected tolerance Reject: Shipments exceeding the selected tolerance are to be rejected Warning: Receipt is permitted, and a warning message displays 8. Check the Allow Substitute Receipts box to indicate that receivers can receive substitute items in place of ordered items.

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9.

Select the Receipt Routing using the List of Values, if different from the one that defaults. Direct Delivery: When you want the item to be delivered directly to you Inspection Required: When you want the item to be inspected Standard Receipt: When you want the item to be delivered to Central Receiving

10. Select an Enforce Ship-To location option to determine whether the receiving location must be the same as the Ship-To Location. Options are: None: The receiving and ship-to locations may differ Reject: Receipts are rejected when the receiving and ship-to locations differ Warning: Receipts are permitted, and a warning message displays 11. Click the OK button to save your entries.

You may click the Cancel button to cancel your entries and return to the Releases window.

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Using Distributions
Distributions
You may create more than one distribution line for a single releases line if you are charging your release to more than one GL account or PTA. When entering more than one distribution line you must complete the first distribution line and then click on the second line to enter the second GL account or PTA. The Distribution form consists of three tabs, Destination, Project, and More. 1. 2. Select Responsibilty. Navigate to the Distributions form by clicking the Distributions button from the Releases form.

The Distributions form appears:

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Destination tab:
If you are charging to a project, do not enter any further information in the Destination tab. Instead enter the Project, Task and Award information in the Project alternative region. Go to page #13.

The NUM field defaults sequentially starting at 1 and Destination type defaults.

3. 4. 5.

Optionally, select the Requestor name using the List of Values.

Select the Deliver-To location using the List of Values. Enter the Quantity of the purchase order shipment that you want to charge to the accounting flexfield.

The default value comes from the quantity you entered in the Shipments tab on the Releases form. If you decrease the default quantity, the total quantity you have not yet assigned to a distribution line automatically defaults on the next distribution line.

6.

Select the Charge Account using the List of Values.

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7. 8.

The GL Date defaults. Click on the small box to the far right on the distribution line.

The PO Distributions form is displayed:

9.

Enter the Deliver-to Room Number followed by the Requestors Phone Number followed by the Requestors e-mail in the PO Distributions form.

10. Enter the Secondary Role if the release is being routed for approval to someone other than your primary approver. 11. Click the OK button.

Project tab:
If you are charging to an Alias and Account, go to page #12 and follow the Destination tab instructions.

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The Project tab is the region where you link purchase order charges to a project, task, award and expenditure type.

12. Select a Project number - you may use the List of Values. 13. Select a Task number - you may use the List of Values. 14. Select an Award - you may use the List of Values. 15. Select the Expenditure Type - you may use the List of Values. 16. Select the Expenditure Organization - you may use the List of Values. 17. Enter the Expenditure Date (todays date). 18. Click on the small box to the far right on the distribution line.

The PO Distributions form is displayed:

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19. Enter the Deliver-to Room Number followed by the Requestors Phone Number followed by the Requestors e-mail in the PO Distributions form. 20. Click the OK button. 21. Save your work.

Saving a document You can save a document in Oracle one of three ways: (1) selecting Save from the File menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

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Approving Blanket Releases

Viewing Agreement Information
Prior to submitting your release for approval, you may review the blanket agreement against which you have created a release.

Approving Blanket Releases

After you have saved the information for your release, you must submit your release for approval. The approver for your release can approve it the same way as he/she would a requisition.

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Viewing Agreement Information and Submitting Releases for Approval

Viewing Blanket Purchase Agreements
You must select a Blanket Purchase Agreement before viewing the agreement information.

1. 2.

Select Responsibility. Navigate to the Agreement form by clicking the Agreement button from the Releases form.

The Agreement form appears:

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3.

Close the form.

Submitting Releases for Approval

4. Click on the Approve button in the Releases form.

The Approve Document form appears:

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5. 6. 7. 8.

The Submit for Approval will automatically be checked.

Forward box - N/A

Optionally, enter a Note to the approver.

Click the OK button.

The following Note window or a series of Note windows will appear:

9.

Click the OK button.

10. Save your work.

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Saving a document You can save a document in Oracle one of three ways: (1) selecting Save from the File menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

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Changing Encumbered Releases

You can make changes to your blanket release for which funds have been reserved (or encumbered), by temporarily unreserving the blanket release, making the desired changes, and reserving the blanket release again. The following information can be changed on a release: Buyer Ship-To location Receipt Close Tolerance % Invoice Close Tolerance % Invoice Matching Requestor Deliver-To location Charge Account Deliver-to Room Number Project, Task, and Award information Receiving Controls information Additionally, you may add more information to the release.

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Changing Encumbered Releases

Finding Blanket Purchase Agreement Releases
The more search information you include, the more restrictive your search. You may choose not to enter any search criteria. In this case, click on the Find button and all the purchase orders created will be displayed. 1. 2. Select Responsibility. Navigate to the Find Purchase Orders form by selecting Purchase Orders > Purchase Order Summary from your Navigator.

3.

Open the Purchase Order Summary form.

You can open a form in Oracle one of three ways: (1) highlighting the form and clicking the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing the Enter key on your keyboard.

The Find Purchase Orders form appears:

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4. 5. 6. 7.

Enter the PO Number. Enter the Release number. Select Blanket Release as the PO Type using the List of Values. Enter additional information to further restrict your search. Select the Supplier using the List of Values. Select the supplier Site using the List of Values. Select the Ship-To Org using the List of Values. Select the Ship-To location using the List of Values. Select the Bill-To location using the List of Values. Select the Buyer using the List of Values. Select the Line Type using the List of Values.

8.

Use the tabs to further restrict your search.

Tabs

Relative Purchasing Information

Item

Item, Revision, Category, Description, Supplier Item

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Date Ranges Status Related Documents Deliver To Accounting Project 9.

Order, Approved, Promised, Need-By, Closed Order Approval, Control, Hold, Frozen, Firmed Contract, Quote, Receipt, Requisition, Supplier Quote, Quote Line, Invoice, Paper Requisition Destination Type, Requestor, Organization, Location, Subinventory Period, GL Date, Charge Account, Budget Account, Active Encumbrances Project, Task

Select the Results group (Headers, Lines, Shipments, or Distributions) radio button to determine which summary form to open.

Depending on the search criteria you have specified, not all summary forms may be available

10. Click the Find button.

The PO Summary form appears:

11. Select the release you want to change by clicking in the box to the left of it. 12. Click the Open button.

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The Purchase Order Summary to Purchase Orders form appears:

13. Click on the Approve button.

The Approve Document form appears:

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14. Select the Unreserve radio button.

You cannot unreserve funds if lines have been received or closed. The Unreserve option is available only if funds are currently reserved for at least one line in your document. The Unreserve Date defaults.

15. Click the OK button.

16. Click the OK button.

17. Click the OK button.

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18. Make the appropriate changes to your release. 19. Save your work.

Saving a document You can save a document in Oracle one of three ways: (1) selecting Save from the File menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

The following note appears:

20. Click the OK button.

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21. Click the Approve button again.

22. Click the OK button to resubmit the release for approval.

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Summary
You should now be able to do the following: Create a blanket release against a blanket purchase agreement Approve a blanket release Change an encumbered blanket release Enter notification controls for a blanket release

Should you have any questions, contact the Help Desk at 994-5530, Option #4.

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