Blanket Order

ERP Documentation:

Blanket Orders:

Whenever a tender is received from a client by our Tender Team, we create a corresponding blanket order in ERP.

A blanket order serves as a base document that can be linked with multiple projects, ensuring that all related purchases or sales under the same tender are tracked in one place.

This document is intended to help you understand the concept, workflow, and usage of blanket orders in ERP.

1. First Section - Blanket Order Details:

Series: Blanket Order name was given according to this series. This is done automatically by system.

Order Type *: Mandatory, it can be of two types: -

1. Selling
2. Purchasing

In our organization we only use the selling option here.

Customer*: Mandatory, select a customer from customer master drop-down

*It will only visible when order type is Selling

Customer Name: fetch automatically by selecting a customer.

PO Number/ Contract / Agreement Type: it has three drop-downs

1. PO Number - (Purchase Order Number)
2. Contract
3. Agreement Type

PO -- Purchase Order No

Contract -- Contract is given by client on a particular period of time. In contact, client give fix amount to complete the site. In contract, price is fixed but product are keep changing.

For Example, BPCL give 20 Cr. contract to us for 2 year.

Agreement -- Agreement are made on particular period of time. But in agreement price and item quantity are keep changing.

For example, Agreement with BPCL for one year.

Note : Please create blanket order against contract or agreement, because PO can be multiple against one contract or agreement.  

PO Number/ Contract / Agreement Number: Number of above selected documents.

PO Number/ Contract / Agreement Date: Date of above selected document.

LOA/LOI Reference No: it has two drop-downs

1. LOA – (Letter of Authorization / Acceptance)
2. LOI – (Letter of Intent)

LOI – Given by tender or client

LOA – Given by our organization as an acceptance of work to be done by our organization on the given price

LOA/LOI Reference Number: Number of above selected documents.

LOA/LOI Reference Date: Date of above selected document.

PAN No: PAN No of Customer.

It will be fetched automatically from customer Master, if the customer has PAN no.

Supplier: Select a customer from customer master drop-down

*It will only be visible when the order type is Purchasing. Currently we are not using blanket order against purchasing.

Supplier Name: fetch automatically by selecting Purchasing.

Security Deposit: it has multiple drop-down

1. NEFT
2. BG
3. DD
4. Deduction
5. CPBG
6. EMD Adjustment
7. Other

Description:

1. NEFT – National Electronics Funds Transfer
2. BG – Bank Guarantee
3. DD – Demand Draft
4. Deduction – Some Amount is deducted from billing by our organization.
5. CPBG – Contract Performance Bank Guarantee
6. EMD Adjustment – Earnest Money Deposit
7. Other

SD Reference No: Number of above selected document.

Amount: Amount of above selected document.

Expiry Date: Expiry Date of above selected document.

Only applicable on some of the options like,

BG, CPBG

Is there another SD: Checkbox, only applicable if another security deposit was made.

Security Deposit 2: It will only show, if we select “Is there another SD” . It has multiple dropdowns.

1. NEFT
2. BG
3. DD
4. Deduction
5. CPBG
6. EMD Adjustment
7. Other
   

SD Reference No 2: Number of above selected document.

Amount 2: Amount of above selected document.

Expiry Date 2: Expiry Date of above selected document.

Vendor Code: This vendor code is given by respective client to our organization

Vendor Quotation Reference No: Number of above vendor documents.

Vendor Quotation Reference Date: Reference Date of above selected document.,last quotation reference no, related to tender

Currency: default INR

From Date *: Mandatory field, fill the blanket order start date

To Date *: Mandatory, fill the blanket order excepted end date

Parent Blanket Order no: In case our order was not fulfilled by the current item that was selected on the below table. Then we should create another blanket order, and we should link it here.

We might avoid these, because our current blanket order needs to fill the current tender order.

Revision No: Related to revision, it is manually enter if any revision accrue to current blanket no

Revision Date: revision date was manually entered if any changes accrue to current blanket order

Tender Remarks: a small info related to tender. for ex RVI, Monolith, Canopy, Pylon etc

Segment: it has multiple drop-downs

1. Signage sector
2. Oil sector
3. Solar sector
4. Digital Signage

Company *: Mandatory, please select the company.

2. Second Section – Item Details:

In this section we will fill all the details of items that will be used on current order / tender. In this section we have a child table in which we will fill details of items.

Child table field:

Item Code *: Mandatory field, please select the item from drop-down of item master list

Item Name: It will fetch automatically when item code is selected

Party Item Code: *Read-only, it will fetch automatically if customer wise item name was updated in item master

Quantity: please enter quantity of item

UOM: please enter UOM of item, It also fetched automatically from Item Master

Rate: Please enter item rate or price

Ordered Quantity: Read-only, it will be fetched automatically from sales order. It will update the quantity, when a sales order is submitted.

Terms and Conditions: Optional, please enter terms and conditions, related to item.

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After this child table, it also have some more fields

Total Tender Amount: Manually enter total tender amount.

Max Cumulative Value: It will calculate automatically from above child table

Max Cumulative Value += Quantity * Rate

3. Third Section – Terms & Conditions:

Terms: Optional, we can select the terms and conditions from terms and conditions template.

If we select any terms and conditions from this template, then will fill that terms data on the below mentioned field.

Terms and Conditions Details: Optional, please enter terms and conditions, related to blanket order.

Blanket Orders Connections:

It has multiple connect

1. Purchase Order
2. Sales Order
3. Quotation
4. Project
5. Blanket Order

When user will submit the blanket order then it will show option to create documents like:

For Selling – Order Type – Blanket Order: -

Sales Order

Quotation

For Purchasing – Order Type – Blanket Order: -

Purchase Order

Mainly we use Selling – Order Type in Blanket Order, so we will see above two options in the create button.