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How to Track and Complete a Blanket Purchase Order

This article guides you through the blanket PO’s workflow and shows features that help track it.

TABLE OF CONTENTS

Standard Blanket PO Workflow

When a blanket PO is approved, you can add invoices to it and receive the items listed in these invoices. Learn how to create a blanket PO in this article.

Here’s an overview of the typical workflow for a blanket PO:

A diagram showing the standard blanket purchase order workflow

Let’s review the features that will help you keep track of a blanket PO and see how you can add invoices and receipts to complete it.

Tracking a Blanket PO

From the PO Module 

On the Purchase Orders page, the first # / Type column lets you know if the order is a blanket PO. On the same page, you can also view the status of each order and find related documents, such as invoices and receipts.

A screenshot highlighting information in the PO module

To view all blanket POs, use the Purchase Order Type field in fast or advanced filters.

A screenshot showing where to find fast filters

A screenshot showing where to find advanced filters

Click on a PO to see the document page with more detailed information.

From the PO Document Page 

The PO document page contains all the details regarding the order and shows related documents.

These fields help you see the order’s progress:

Net Total / Gross Total

The total amount you entered when creating a blanket PO. Depending on what you selected in the Calculated in field, either the Net Total or Gross Total is displayed.

Available in Blanket PO

The difference between the blanket PO total and the invoiced amount. If Gross Total was selected as the calculation method, taxes are included when determining this amount. If Net Total was selected, taxes are excluded.

Net Total (Invoiced)

The sum of Net Total After Discount values for all invoiced items including tax item lines.

Tax Sum (Invoiced)

The sum of Tax Sum values for all invoiced items. This amount does not include taxes added as tax item lines.

Gross Total (Invoiced)

The sum of Gross Total values for all invoiced items. This amount equals Net Total (Invoiced) + Tax Sum (Invoiced).

Invoiced progress

A visual indicator showing the ratio of the available and invoiced amounts. Gross Total or Net Total is used depending on what you selected in the Calculated in field.

If the document currency differs from your company’s main currency, these fields will show amounts in both currencies according to the calculation rules you set up. Learn more about exchange rates in Precoro here.

A picture showing total amounts that help you track the PO's progress

All the items added to related invoices are also shown on the blanket PO document page. The item table shows whether the items have been received.

An example of item lines

You can see the links to all invoices and receipts added to the PO and the document’s statuses.

The Show Receipts and Show Invoices and Credit Notes buttons above the item lines direct you to lists of related receipts and invoices respectively.

Completing a Blanket PO

How to Create Invoices for a Blanket PO 

There are two ways to add invoices to a blanket PO

  1. From the PO page

    1. Open the blanket PO document page. Make sure the document is approved.

    2. Press Add Invoice on the action panel.

    3. Fill out the invoice details and select the budget, then press Create.

    4. Add items, notes, comments, and attachments, then confirm the invoice.

  2. From the Invoices page

    1. Open the Invoices page and click the Add from PO button in the top right.

    2. If necessary, use the Type fast filter as described here.

    3. Select the PO you want to add an invoice to and click + in the Action column on the right.

    4. Fill out the invoice details and select the budget, then press Create.

    5. Add items, notes, comments, and attachments, then confirm the invoice.

How to Create Receipts for a Blanket PO

Once a blanket purchase order has approved invoices and therefore items, you can add receipts. There are two ways to do so:

  1. From the PO page
  2. From the Receipts page

Learn more about creating receipts here. 

💡 Please note: when adding a receipt for a blanket PO, you cannot receive more items than invoiced.

Frequently Asked Questions

How can I track spending with blanket POs in budgets?

While the total of the blanket PO is not included in the budgets, you can select a budget when adding an invoice to the PO.

How can I cancel or stop a blanket PO?

You can do so by pressing Cancel on the action panel. The button is active only while the blanket PO has no related documents, meaning no invoices and receipts have been added.
You can also stop any blanket PO by pressing Stop Blanket PO on the action panel. Once the PO is stopped, you will not be able to post new invoices related to it.