9.3 Approving Blanket Releases

Blanket order releases will only require approval if the blanket policy processing condition of the original blanket order requires it. Blanket order releases will be found in your To Do list under:

• Requisitions: When a release is processed and transmitted under a requisition approval plan type.
• Order Requests: When a release is processed and transmitted under a purchase order approval plan type. These can be identified by their blanket order number suffix.

Click on the PO Number or Requisition ID from within your To Do list to open the blanket release ‘Approval Summary’ screen.

The options for approving blanket order releases are:

1. Approve without changes.
2. Return to Requisitioner without changes.
3. Edit and Return to originator.
4. Edit and Approve.
5. Cancel.

9.3.1 Approve without Changes

If you are happy that the blanket order release is correct and do not wish to edit or return it to the originator, simply click the ‘Approve’ button.

The document will continue through the approval process and will move onto the next workflow step if there is one. If there are no more workflow steps in the approval plan, approving the release will result in a blanket order release being transmitted to the supplier.

9.3.2 Return without Changes

If, after review, you are not happy with the release and wish to reject it back to the originator, click the ‘Return To Requisitioner’ button. A notification email message will be sent to the requisitioner informing them of your action.

The release will not continue through the approval process until the requisitioner has made the appropriate changes and re-submitted it.

When a document is returned in this way, you must indicate why you are returning it by entering a reason in the ‘Comments/Feedback’ box.

9.3.3 Edit

Depending on the rights given by your system administrator you may be able to either fully or partially edit the details of the blanket order release.
Note that additional items cannot be added to a blanket order release during the approval process.

9.3.3.1 Order Request Editing

1. Click on the PO Number in your To Do list to open the 'Order Request Approval Summary' screen.
2. Click the 'Edit' button to open the order request in Approval Edit Mode.

Whilst in edit mode a number of actions can be performed:

• Update Item Quantities

To update an item quantity overtype the existing quantity in the ‘Qty’ column. Ensure you tab out of the box after typing to allow the document to update.

The following configuration must be taken into consideration when updating item quantities:

• Decimal quantities. Check whether decimals are allowed for your organisation.
• Minimum Order quantities. It will not be possible to reduce a quantity below the item’s minimum order quantity. If you do so, an error message will display.
• Maximum Order Quantity. It will not be possible to increase a quantity above the item’s maximum order quantity. If you do so, an error message will display.
• Item Amounts. If the blanket order is amount based with the ‘Item Amounts’ processing condition configured, it will not be possible to alter the item quantities and make the sum of the line item totals different to the 'Not to Exceed' amount.

• Update Delivery and Invoicing Information

Clicking on the ‘Order Delivery and Invoicing’ link at the top of the document will enable editing of delivery, payment and invoicing options. From here the following information can be changed:

• Change the Delivery Address by clicking the ‘Address Lookup’ button.
• Add an Internal Delivery Location by typing it in the edit box.
• Change the Requested Date by clicking on the calendar icon.
• Change or add a Delivery Time by selecting from the radio buttons.
• Change Carrier and Delivery Method by selecting alternatives (if available) from the drop down list box.
• Enter Additional Order Information (if available).
• Change the Payment Method and optionally select Procurement Card details.

• Comments and Attachments

Add or update attachments and comments by clicking on the paperclip icon. Comments and attachments can be edited at one of two levels:

• Order Level. Click the paperclip icon in the order header to open and edit comments and attachments applied at the purchase order header level.
• Line Level. Click the paperclip icon at line level to open and edit comments and attachments applied to the line item only.

Additional Item Information fields may also be available at line level. These extended fields provide for free text input or list box selection and can be optionally made mandatory. They capture item specific detail that can be used to add information to purchase orders, provide data for integration files or used for approval routing purposes.

• Delete

Delete an order line by clicking on the red delete icon on the line you wish to delete.

• Financial Tracking

Change financial tracking and VAT treatment details by clicking on the financial tracking icon at one of the following levels:

• Order level - to change details for the entire Blanket Order.
• Line level - to change details and optionally split charges for the line only.

1. When all changes have been made to your satisfaction, click on the ‘Submit Edits’ button. The Order Request Approval Summary screen will once again be displayed. Notice that the audit trail will have been updated for all of the changes that you have saved.
   Clicking the 'Cancel Edits' button will return without committing and changes.
2. To complete the editing action you have two options:
   • Click ‘Approve’. The blanket order release will move forwards in the Approval Plan to its next step.
   • Click ‘Return To Requisitioner’. The release will not move forwards in the Approval Plan but return to the start, pending the action of the requisitioner.

9.3.3.2 Requisition Editing

1. Click on the Requisition ID in your To Do list to open the 'Requisition Approval Summary' screen.
2. Click the 'Edit' button to open the requisition in Approval Edit Mode.
   Whilst in edit mode the following actions can be performed:

• Update Item Quantities

To update an item quantity overtype the existing quantity in the ‘Qty’ column. Ensure you tab out of the box after typing to allow the document to update.

The following configuration must be taken into consideration when updating item quantities:

• Decimal quantities. Check whether decimals are allowed for your organisation.
• Minimum Order quantities. It will not be possible to reduce a quantity below the item’s minimum order quantity. If you do so, an error message will display.
• Maximum Order Quantity. It will not be possible to increase a quantity above the item’s maximum order quantity. If you do so, an error message will display.
• Item Amounts. If the blanket order is amount based with the ‘Item Amounts’ processing condition configured, it will not be possible to alter the item quantities and make the sum of the line item totals different to the 'Not to Exceed' amount.

• Update Delivery and Invoicing Information

Clicking on the ‘Order Delivery and Invoicing’ link at the top of the document will enable editing of delivery, payment and invoicing options. From here the following information can be changed:

• Change the Delivery Address by clicking the ‘Address Lookup’ button.
• Add an Internal Delivery Location by typing it in the edit box.
• Change the Requested Date by clicking on the calendar icon.
• Change or add a Delivery Time by selecting from the radio buttons.
• Change Carrier and Delivery Method by selecting alternatives (if available) from the drop down list box.
• Enter Additional Order Information (if available).
• Change the Payment Methodand optionally select Procurement Card details.

• Comments and Attachments

Add or update attachments and comments by clicking on the paperclip icon. Comments and attachments can be edited at one of three levels:

• Requisition Level. Click the paperclip icon in the requisition header to open and edit comments and attachments applied to the whole requisition. Since a blanket release represents a single order, these comments and attachments are effectively the same as those applied at order level.
• Order Level. Click the paperclip icon in the order header to open and edit comments and attachments applied at the purchase order header level.
• Line Level. Click the paperclip icon at line level to open and edit comments and attachments applied to the line item only.

Additional Item Information fields may also be available at line level. These extended fields provide for free text input or list box selection and can be optionally made mandatory. They capture item specific detail that can be used to add information to purchase orders, provide data for integration files or used for approval routing purposes.

• Delete

Delete an order or an order line by clicking on the red delete icon.

• Financial Tracking

Change financial tracking and VAT treatment details by clicking on the financial tracking icon at one of the following levels:

• Requisition or order level - to change details for the entire blanket order.
• Line level - to change details and optionally split charges for the line only.

1. When all changes have been made to your satisfaction, click on the ‘Return to Requisition Summary’ button to save your changes. The Requisition Approval Summary screen will once again be displayed and the audit trail will be updated for all of the changes that you have saved.
2. To complete the editing action you have two options:
   • Click ‘Approve’. The blanket order release will move forwards in the Approval Plan to its next step.
   • Click ‘Return To Requisitioner’. The release will not move forwards in the Approval Plan but return to the start, pending the action of the requisitioner.

9.3.4 Cancel

9.3.4.1 Cancel a Requisition

A requisition can only be cancelled by the requisitioner themselves and therefore you will only be able to cancel your own blanket releases. Approvers and Administrators are not able to cancel other users requisitions - they must be returned back to the requisitioner for cancellation.

From within the Requisition Approval Summary screen enter cancellation reason in the 'Comments/Feedback' text box and click on the 'Cancel Requisition' button. The message ‘Requisition Cancelled’ will be seen at the top of the screen and the audit trail updated accordingly. Use the ‘Back’ button to return to your To Do list where you may continue with further approval activities.

Cancelled blanket release requisitions will not be deleted from PECOS P2P but their status will be updated to ‘Requisition Cancelled’ and no further activities will be able to be performed. The only action that can be performed by the original requisitioner is to review the document details and copy them into a new shopping basket.

9.3.4.2 Cancel an Order Request

An order request can always be cancelled by the requisitioner themselves and therefore you will always be able to cancel your own blanket releases. As an approver it is necessary to have 'Purchase Order Change' rights in order to be able to cancel other users order requests during the approval process. Administrators are able to cancel during the approval process if the 'Admin Order Cancellation' dynamic option is set for your organisation.

From within the Order Request Approval Summary screen enter a cancellation reason in the 'Comments/Feedback' text box and click on the 'Cancel Order Request' button. The message ‘Order Request Cancelled’ will be seen at the top of the screen and the audit trail updated accordingly. Use the ‘Back’ button to return to your To Do list where you may continue with further approval activities.

Cancelled blanket release orders will not be deleted from PECOS P2P but their status will be updated to ‘Order Has Been Cancelled’ and no further activities will be able to be performed. The only action that can be performed by the original requisitioner is to review the document details and copy them into a new shopping basket.