In Microsoft Dynamics GP, a blanket purchase order lists a single item and its quantities that will be delivered in a series of shipments, usually on specific dates. Blanket purchase orders allow you to make long-term agreements with vendors to purchase the same item—usually to receive a volume discount or to be sure of obtaining items that are hard to get. The agreement you make with the vendor can be based on the total cost of the item or on the total quantity of the item.
You’ll use the Purchasing Blanket Detail Entry window to enter line items for the blanket purchase order. The line items you enter for a blanket purchase order must be the same item number. The item will be shipped to your business to be received into your inventory.
Control Blanket Line Item
The first line item entered for a blanket purchase order is called the “control blanket line item” and has the line number 0. This is the line item that the blanket line items are based on. For example, you might enter a quantity of 10 for the control blanket line item and then enter three blanket line items with a quantity of 4, 2, and 4 each. The control blanket line item isn’t included in tax amounts, in the purchase order’s subtotal, or printed on purchase orders. If you delete the control blanket line item, all blanket line items are deleted. A control blanket line item can’t be deleted if a blanket line item has been received against. Unlike blanket line items, the control blanket line item can’t be received or invoiced against.
How to Enter a Blanket Purchase Order
First navigate to Purchasing > Transactions > Purchase Order Entry.
For the Type – Select Blanket. Enter the purchase order the same as a standard one.
Under Item – Enter the first line item as you would for a standard purchase order. The quantity ordered should represent the total quantity of the blanket.
The other lines represent the shipments and quantities that will be delivered.
View example of the Blanket by clicking the Button.
The order is now entered. The next step would be to receive the shipments as they come in.
When you receive shipments on the blanket Purchase Order, use the Receiving Transaction entry. You can receive and individual line and shipment or multiple.
Click on Auto Receive and you can receive one shipment or all of them.
For our example we will receive all of the shipments by clicking on receive.
If your items contain lot serials numbers you will see the screen below and be required to enter serial numbers as below.
When you have completed lot/serial number entry, you will be returned to the shipment screen where you can save or post.
Shipment can now be saved or posted.
When the Invoice comes in, you will want to enter/match to the receipt previously entered.
Click on Auto-Invoice to match to the receipts.
Then click invoice to enter/match the invoices to the receipts.
This will take you back to the Purchasing Invoice Entry screen.
Now that this is entered, simply post to complete the process.
For more Dynamics GP tips, check out our blog. And as always, contact our support team with any questions.