Blanket Purchase Orders

Blanket Purchase Orders (BPO)

BPOs are to be used in lieu of multiple Purchase Orders to the SAME VENDOR. For example, if the University Physical Plant Office selects a vendor to provide general cleaning and janitorial supplies and will be ordering on a bi-weekly or monthly basis, an BPO order should be written rather than a separate Purchase Order each period. The same guidelines used for filling out a regular Purchase Order Requisition apply to a Blanket Purchase Order.  The Purchase Requisition should read:

An approximate cost per issue should be given and a total annual cost.  In some cases an annual commitment might not be desirable.  In those instances the period could be shortened to three months, a semester, or other suitable term.  After the initial open order is placed, calls upon it are executed on an “Open Order Call Sheet”.  The purchaser sends, or brings the call sheet directly to the vendor or attaches receipts from vendor to the call sheet and forwards them on to Accounts Payable, making sure correct BPO number is noted along with the General Leger Number.

BPOs can be cancelled at any time if the vendor performs in an unsatisfactory manner or the materials are not needed as anticipated.  The vendor would be paid only after you certified that the material was received.

*** In order to avoid any delays in processing, all paperwork must reference an account number & sub code and there must be available budgetary funds to cover the expense***