Ariba Blanket Purchase Orders
COMING THIS FALL!
Blanket Purchase Orders’ (BPO) launch is approaching! All campus users will soon be able to create their own BPOs.
The BPO Rollout Team continues to test the new functionality thoroughly, in preparation for the launch, and have received great input from campus users about the features.
At the time of release, this website will be updated with guidance and resources for departments. eLearning tutorials will be available for independent study, and a list of classroom training dates will also be posted.
Stay tuned for the announcement of BPO’s release!
Topics Covered Below
- What is an Ariba Blanket Purchase Order?
- What Does This Replace?
- What Are the Benefits?
- What is the Strategy?
- What Departments Need to Know
- What Suppliers Need to Know
An Ariba Blanket Purchase Order (BPO) is an agreement to spend a specific amount of money with a supplier over a period of time. It may or may not specify the items or services you are going to purchase.
Ariba BPOs will replace blanket or standing orders that are currently open in PAS. There are many benefits to moving from PAS to Ariba BPOs--take a look here!
Ariba BPO to PAS Comparison Chart
|Real-time monitoring of spend||YES|
|Email notification prior to order expiration date||YES|
|Email notification when a pre-set low balance threshold is met||YES|
|Ability to review budget commitments in MyFD using the Encumbrances and Open Balances Report||YES||YES|
|Ability to change budgets||YES||YES|
|Ability to change spend allocation on budgets||YES|
|Ability to change percentage allocation on budgets||YES|
|Ability to add or remove a budget||YES|
|Ability to add or increase funds on order||YES||YES|
|Ability to review and approve all invoices||YES||Only Invoices Over 10K|
|Credits are automatically added back to order balance||YES||Buyer must manually re-encumber the order|
|Ongoing support||YES||UW-IT will stop supporting PAS 1/1/15|
The rollout of Ariba Blanket Purchase orders to campus is being done in phases:
Phase 1 of the rollout started as a pilot in early December, 2013. Procurement Services worked with a pilot team of departments and suppliers to convert select, existing PAS open orders to Ariba BPOs. Only the remaining balance of the PAS open order is transferred to the new Ariba BPO, and the PAS open order is closed.
During Phase 2 (Spring through Fall 2014) the focus is on converting the remaining active PAS open orders to Ariba BPOs. During this phase, Procurement Services is working with the departments to evaluate the validity of the PAS open orders, and if the order is not being used, it is closed instead of being moved over to Ariba.
BPO Receiving Guidance for Departments
How to Receive Against an Ariba Blanket Purchase Order (BPO) - You Tube VideoDescription: This video (embedded below) demonstrates how to receive against an Ariba Blanket Purchase Order (an order with a prefix of BPO). It is intended for UW department personnel who need to receive against an Ariba BPO before an invoice can be paid. This presentation runs approximately 17 Minutes.Description: Click the link above for a detailed, step-by-step guide on how departments receive against a BPO so that an invoice can be processed. This guide describes the same steps that are demonstrated in the video and provides you with are hard copy for reference when you are navigating through the process in Ariba. Important: If you are receiving for Xerox BPOs, then use the Xerox version of the reference guide, which is available below.
Description: Click the link above for a detailed, step-by-step guide on how departments receive against a Xerox BPO so that an invoice can be processed.
Rejecting a BPO invoiceTo reject a BPO invoice, use this webform: http://f2.washington.edu/fm/ps/bpo-rejectsDo not use Ariba to reject the invoice. For detailed instructions see the BPO Receiving Reference Guide (above).
BPO Invoicing Guidance for Suppliers
How to Create an Invoice for a UW Blanket Purchase Order (BPO) on the Ariba Supplier Network - You Tube VideoDescription: This video (embedded below) demonstrates how to create an invoice on the Ariba Supplier Network for a UW Blanket Purchase Order. It is intended for individuals who work for suppliers who are on the Ariba Supplier Network (ASN) and who create invoices through the ASN. This presentation runs approximately 19 Minutes.Description: Click the link above for a detailed, step-by-step guide on how suppliers create and send invoices and credits to the UW for an Ariba BPO.
Registering for the Ariba Supplier Network
For information on the Ariba Supplier Network, please visit our Ariba Supplier Network webpage.
Learn more about Ariba BPOs by reviewing our Ariba Blanket Purchase Order Frequently Asked Questions