Blanket Purchase Ordering Process

A Blanket Purchase Order (BPO) is a purchase order issued to a vendor allowing for multiple purchases to be made during the fiscal year.

BPOs are generally used for the following types of purchases:

• As-needed instructional and non-instructional supplies - consumables only
• Multiple purchases of repetitive goods or services for a specific time period (usually a year)
• Minor repairs and servicing of equipment

BPOs cannot be used for the following purchases:

• Purchases of computers, electronics, any single item/good that is $500 or more, or any restricted item/good (e.g. IT approval required)
• Any goods or services that require bid - when the purchase is equal to or greater than the current statutory bid threshold, whether for a single item/service or in the aggregate
• Furniture, fixtures, equipment (FF&E)
• Public Works

$5,000 is the limit amount per BPO. Prior approval is needed for BPOs exceeding $5,000.

BPO Ordering Process

1. Prepare a Requisition for an Office Solutions / Blanket Purchase Order (BPO)
   1. Purchasing Department must determine the amount required for BPO
   2. Purchasing prepares Purchase Requisition (RQ)
   3. RQ is approved by the Department Manager and Budget Officer in Banner
2. Processing Requisitions
   1. Requisitions are sent to Accounting Department for verification against Budget:
      1. If information contains discrepancies, the RQ will be returned to requester for review
   2. Upon verification, the Buyer will prepare a BPO from RQs and distribute copies:
      1. One copy to Accounts Payable Department (A/P)
      2. One copy retained for filing
      3. Original copy sent to vendor
3. Office Solution account setup
   1. Requester will be contacted by Office Solution Sales Representative via email to set up an authorized user account.
4. Ordering items
   1. Requester will need to order all items off of the Office Solution Business Solutions Website:
      1. Enter Login Name and Password from previous step
      2. Enter all information, item information and PO number should be already selected.
      3. Obtain Invoice to send to A/P
5. Completing order
   1. A/P receives invoice and sends out to Department Manager for approval
   2. Department receives shipment.
   3. A/P receives signed invoice, signature that denotes materials have been received and matches with the PO (i.e. "Okay to Pay").
   4. A/P generates payment to vendor.