Ariba Blanket Purchase Orders

Topics Covered Below

 

What is an Ariba Blanket Purchase Order?

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.

What Does This Replace?

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!

 

What Are the Benefits?

    Ariba BPO to PAS Comparison Chart

Feature

Ariba BPO

PAS

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

What is the Strategy?

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.

What Departments Need to Know

BPO Receiving Guidance for Departments

How to Receive Against an Ariba Blanket Purchase Order (BPO) - You Tube Video
Description: 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.

BPO Receiving Reference Guide - General
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.
 
Xerox - BPO Receiving Reference Guide
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 invoice
To reject a BPO invoice, use this webform: http://f2.washington.edu/fm/ps/bpo-rejects
Do not use Ariba to reject the invoice. For detailed instructions see the BPO Receiving Reference Guide (above).

What Suppliers Need to Know

BPO Invoicing Guidance for Suppliers

How to Create an Invoice for a UW Blanket Purchase Order (BPO) on the Ariba Supplier Network - You Tube Video
Description: 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.

Ariba Network Supplier BPO Invoicing Reference Guide Document
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.

Need Help?

Learn more about Ariba BPOs by reviewing our Ariba Blanket Purchase Order Frequently Asked Questions

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