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You can create Blanket Orders, Subcontracts, and Change Orders with SAPweb. The help documentation accessible from the Create Purchase Requisition form is for standard requisitions, but it can also be used, together with the instructions on this page, for creating special requisitions.

Blanket Orders | Subcontracts | Change Order

Blanket Orders

A Blanket Order is a large, standing purchase order for common or repetitive purchases from a vendor. A typical blanket order has:

• a total allowable amount (e.g. not to exceed $1000)
• a period of performance (e.g. a fiscal year)
• a description of goods to be ordered (e.g. electrical components)

Requisitioners can purchase against the order until the amount of the blanket order is depleted.

To create a blanket order, follow the instructions for creating a standard requisition, with the exceptions detailed below.

1. Use the Short Text field to indicate that it is a blanket order by typing "Blanket Order" before the normal short text. For example, "Blanket Order / Electrical Components."
2. Below the Short Text field, click the "Add more text to line item" Matchcode down arrow. Type the beginning and ending dates of the blanket order, and the names of users authorized to place orders on this blanket order.
3. In the Quantity field, type the total dollar amount of the blanket order.
4. Type "EA" in the Units field.
5. Enter "1" in the Price per Unit field.
6. In the Delivery date field, type the date the blanket order will go into effect.
7. Submit the blanket order by clicking the Create Requisition in SAP button at the bottom of the form.

Subcontracts

A Subcontract is a requisition that references a sponsored contract or grant. To create a subcontract, follow the instructions for creating a requisition, with the exceptions detailed below. You may want to review the Procurement Office guidelines for subcontracts.

1. Use the Short Text field to indicate that this is a subcontract and what kind of contract it is, for example, "Subcontract for Programmer's Services."
2. Below the Short Text field, click the "Add more text to line item" Matchcode down arrow and enter the period of performance dates.
3. In the Quantity field, type the total dollar amount of the contract.
4. Type "EA" into the Units field.
5. Enter "1" into the Price per Unit field.
6. In the Delivery date field, type the date the Subcontract will go into effect. (This must be a date in the future.)
7. Submit the subcontract by clicking the Create Requisition in SAP button at the bottom of the form.

Change Orders

You can request changes to a purchase order using a change order requisition. A change order requisition is essentially a message to the Procurement Office detailing the changes to be made to a purchase order. The Procurement Office edits the purchase order according to the instructions in the change order requisition. If the amount of the change order requisition is under the dollar limit requiring approval, the change order will not be routed for approval. This is true even if the original requisition did require approval. Procurement will contact the requisitioner or approver with questions about the change order.

NOTE: Change orders are for changes to purchase orders only. Do not create a change order if your original requisition has not yet been made into a purchase order. To request changes to a requisition, contact your approver.

Before you begin:

Print the purchase order from SAPweb so that you will have the information you need for the change order requisition.The procedure for creating a change order depends on the type of changes you wish to make.

Add New Line Items to PO
Change Existing Information on PO
Change Existing PO and Add New Line Items

1. Click Create a Requisition. Select External Vendor and choose the appropriate number of line items.
2. Complete all General Information fields with the same information as the original purchase order, except: Leave the Item Note and Delivery Text fields blank, unless you need to provide a vendor justification in the Item Note field.
3. Line Item 10:
   • In the Short Text field, type "C/O to xxxxxxxxxx" where xxxxxxxxxx is the PO number for the purchase order.
   • Click the downarrow to Add more text to line item. In the text box that appears, type "Add new line item(s)" and enter the description for the first line item you are adding to the purchase order.
   • Complete the remaining fields for the first line item as for a standard requisition.
4. Complete other line items on the form to add any more line items.
5. Submit the requisition.

You will create only one line item for this type of change order.

1. Click Create a Requisition and select External Vendor.
2. Complete all General Information fields with the same information as the original purchase order, except: Leave the Item Note and Delivery Text fields blank, unless you need to provide a vendor justification in the Item Note field.
3. In the Short Text field of line item 10, type "C/O to xxxxxxxxxx" where xxxxxxxxxx is the PO number for the purchase order. For example:
   

   Short Text:

   C/O to 4512345678

4. Click the downarrow to Add more text to line item. In the text box that appears, enter a detailed description of all changes to the PO, line item by line item. It is no longer sufficient to say "add $100 to my total order." Procurement needs to know the changes to make to each line item. For example:
   

   Additional Text:

   Line item 30: Increase quantity of rivets by 25. New total quantity = 125 rivets. Line item 70: Increase per unit price for ratchets by $10. New price = $47 each. Please charge all line items to cost object 1410000 instead of 9080000.

5. Complete the rest of the fields in line item 10 as follows:

   Quantity:	1
   Units:	EA
   Price per unit:	Total dollar amount of increase to the PO. OR: If there is no change, or if there is a reduction in amount, enter $1.
   Delivery Date:	Same as original PO. OR: If the original date has already passed, enter a date in the future.
   Material Group:	Same as original PO. OR: If you do not know the original material group, enter an appropriate one.
   Account Assignments:	Same as original PO. OR: If you are changing account assignments for all line items, enter the new assignments. If you are not sure what to enter, contact the purchasing agent who created the PO. The agent's Kerberos ID appears on the Display PO Screen.

6. Submit the requisition.

1. Follow the instructions for Change Existing Information on PO.
   Be sure to choose the appropriate number of line items for the SAPweb requisition form.
2. Mention in the description of changes that you also wish to add line items to the PO.
3. Starting with line item 20, complete the line items on the form to add new line items.
4. Submit the change order requisition.

Blanket Orders | Subcontracts | Change Order

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