Purchasing

Blanket VS Amount Only Purchase Orders

Both Blanket and Amount Only PO's allow for greater efficiency in the purchase and payment process and assists with avoiding after-the-fact purchases and budget error by pre-encumbrance of funds - but which one to use?   

Blanket PO's are standing orders for unknown quantities of uncertain types of items over a defined time frame within the same fiscal year. Receipts are created as "cost receipts" rather than "quantity receipts". These PO's are RARE, and are typically backed by a fixed price agreement with the supplier.  Note: Where possible and allowed, the University P-Card should be used to make these types of purchases. Any questions regarding blanket orders can be addressed to Purchasing Services. 

When to use Blanket POs:  

  • Materials orders for construction projects
  • Laboratory Supply orders
  • Copier lease or Copier usage payments      

Amount Only PO's are standing orders where we are invoiced over a defined time frame within the same fiscal year by amount rather than by quantity or the quantities are unclear.  Receipts are created as "cost receipts" rather than "quantity receipts".  These PO's are more COMMON and are typically backed by service or consulting agreements.  

When to use Amount Only POs:  

  • Services agreements
  • Software agreements
  • Consulting agreements  

As with all POs, either must follow regulations for competitive quote and solicitation thresholds (USF Regulation 4.02010) and purchasing exemption. It is the department’s responsibility to manage PO spend and to submit any required change orders in a timely fashion if required.  Changes that exceed competitive quote and solicitation requirements may require acceptable justification.                                                                

PO Requirements:

  • MAY NOT BE USED FOR THE PURCHASE OF ASSETS or with PUNCH OUT SUPPLIERS
  • Requisitions must have the either the  “Blanket Purchase Order” or "Amount Only" selection checked on the Bull markeplace Requisition Form
  • PO’s should only have a single line with a unit of “LT” (LOT) and a quantity of “1”.
  • PO’s with more than 1 line will be returned for revision.  Exceptions include construction services or subagreements.
  • Cost must relate to an underlying pricing schedule or service contract (for help sourcing, contact us) 
  • A brief, general description of the commodity or service being purchased
  • Inclusive dates of the service (up to the end of the current fiscal year) 
  • The previous year’s Purchase Order number (if applicable)
  • Accurate estimate of the dollar value of the purchase order based on available budget/historic knowledge of the anticipated spend.     
  • A list of authorized departmental buyers. (BLANKET PO ONLY)                                           

Roll over of POs  
 
For E & G funding, both Blanket and Amount Only POs are usually dated for the fiscal year (e.g. 7/1/xx-6/30/xx), but may be rolled over to next fiscal year to cover purchased made in June. At the start of the New fiscal year, old POs should be closed and a New PO's must be requisitioned by the end of July in any fiscal year and can include amounts invoiced in June.  
 
For Grant funding, POs can run through the end of the grant.