Blanket Orders and Open Orders

Roles Involved: • Requestor

Summary:

Step-by-step instructions on how to create

Blanket Orders and Open Orders

Last Updated: March 2020

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Table of Contents Table of Contents .................................................................................................................................................................................................................................... 2

Creating a Blanket Order ........................................................................................................................................................................................................................ 3

Creating Orders from an Approved Blanket Order .............................................................................................................................................................................. 11

Creating an Open Order ........................................................................................................................................................................................................................ 20

Creating Orders from an Approved Open Order .................................................................................................................................................................................. 27

Check the box to select the corresponding Purchase Requisition you wish to use. ......................................................................................................................... 31

Accessing PASSPort

To access PASSPort and log in, go to http://cityshare.nycnet/passport

Note: While navigating PASSPort you are able to easily increase its font size and readability. To do this, click the “ctrl” and “+” keys simultaneously on your

keyboard. Each time you click these keys, your web browser will zoom in and PASSPort will resize accordingly. To reduce PASSPort’s font size,

simultaneously click the “ctrl” and “-“ keys.

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Creating a Blanket Order

This section of the user manual provides you with step-by-step instructions for creating a Blanket Order Requisition in PASSPort.

A Blanket Purchase Order is an unspecified order against a contract to encumber funds that are drawn down when subsequent change orders are placed.

The Requestor submits the initial Requisition using a generic blanket item to identify the vendor, contract and dollar amount. After completing the

Requisition, the agency user will submit their blanket order Requisition for agency approval. Following agency approval, the Requisition will generate a

Purchase Order (encumbrance) but will not be sent to the vendor. The Blanket Order will be available for agency users with the Requestor role to utilize

through creating Change Orders to identify the items to purchase off the contract specified in the Blanket Order.

1. Create a

Requisition by

clicking on

Catalog in the

PASSPort

header menu.

2. Then select

Browse

Catalogs

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3. Search the

catalog for the

generic blanket

item in

PASSPort.

Note: Under Advanced

search, check of the box

by Generic Product.

4. Click the cart

icon in the

corner of the

item square

labeled blanket

item.

5. Click “Go to

Requisition.”

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On the Purchase

Requisition Screen,

complete the following

required fields:

6. Label: editable

field to describe

the Requisition

7. Division: Select

your Division

Note: your

Agency will be

populated

automatically.

8. Check the

Blanket

Purchase Order

checkbox

9. Select the

appropriate

Delivery Address

and Invoicing

Address

10. Click “Save”

Note: After you save,

you’ll notice two of four

original red blocking

alerts are no longer

displayed, indicating the

progress you’re making.

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11. Click on the

within the

blanket item

line to enter

your blanket

order details.

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Complete the required

fields outlined below.

12. Vendor: Select

the vendor you

wish to use for

the order.

13. Ordered

Quantity:

Indicate the

total amount of

your

encumbrance

for this blanket

order.

14. Commodity:

Select the

commodity

code. This

selection will be

used to guide

the Requisition

to the

appropriate

approval path.

15. Price: This

number should

always be $1.

16. Contract:

Identify the

contract you

wish to use for

the blanket

order.

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Budget Information:

Enter in the appropriate

allocation lines, if this

duty falls within your

job responsibility as a

requestor.

Note: Allocation lines

are not required for the

requestor to enter, an

Approver through the

financial approver step

are able to enter or edit

allocation lines.

16. Click “Save and

Close”

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17. Click “Submit

for Approval” 17

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Your Blanket

Requisition will then go

through the necessary

approvals as

determined by your

Agency.

Once approved, the

Requisition will become

a Purchase Order that is

sent to FMS to check

the funds are there to

be encumbered.

FMS returns a status of

“Blanket Encumbered.”

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Creating Orders from an Approved Blanket Order

This section of the user manual provides you with step-by-step instructions for creating a Change Order Blanket Order in PASSPort. Once the Purchase

Order has a status of Blanket Encumbered, the Requestor can create a Change Order on the Blanket Purchase Order to purchase the items they would like

at that time.

1. Find the Blanket

Order by clicking on

Ordering in the

PASSPort header menu.

2. Click Browse Orders.

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3. Click on the

Advanced Search link.

4. Select “Blanket

Encumbered” from the

Status dropdown menu.

5. Click the Search

button.

Note: You may search

using additional criteria

such as keyword

search, vendor, PO

Initiator, etc.

6. Open your desired

Blanket Order by

clicking the to the

left of the ID field.

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7. Click the Change

Order button.

8. Click “OK” in the

Pop-Up window confirm

you wish to create a

change order.

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This will create a draft

change order

requisition at which

point a user will add the

items you wish to

purchase from the

contract specified in

the Blanket Purchase

Order.

Note: Review the pre-

populated fields

migrated from the

original Purchase

Order. You may rename

the label.

9. Click “Save” to

ensure all information

is captured.

10. Click “Back to

Catalog” to search for

items you would like to

purchase.

Note: The Original

Order will be linked to

the Change Order,

accessible under the

Order’s Amendment

section of the

Requisition.

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11. In the search

criteria use the contract

field to ensure you are

requesting the

appropriate items.

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12. As you browse the

catalog, add items to

the Change Order

Requisition by clicking

the shopping cart icon

in the corner of the

object you wish to

purchase.

13. The items you

have selected from the

catalog will appear in

the shopping cart for

this amendment

request.

14. After you add all

the items you wish to

purchase, click on the

“Go to Requisition

button.”

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The items from your

cart will populate the

item table at the

bottom of your

Requisition screen.

15. Click the to edit

the blanket item

details.

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16. Manually reduce

the value in the Order

Quantity field for the

blanket item by the

total dollar value of the

items you wish to

purchase on the

Change Order.

17. Click “Save and

Close.”

Note: If you chose a

vendor contact when

initiating the blanket

order, make sure to

select the

corresponding vendor

contact within each line

item for your purchase.

This will ensure the

purchase order is

routed to the

appropriate individual

to receive this order for

your vendor.

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Note: Completing the

fields outlined above

will clear all blocking

alerts, which will allow

you to proceed with

submitting this change

order by following the

step below.

18. Click “Submit for

Approval.”

Your Change Order will

then go through the

necessary approvals as

determined by your

Agency.

Once approved, the

Change Order

Requisition will become

a Purchase Order that

is sent to FMS to check

the funds are there be

encumbered, followed

by being dispatched to

the vendor.

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Creating an Open Order

This section of the user manual provides you with step-by-step instructions for creating an Open Order in PASSPort.

An Open Order is the approval of an item(s) that can be subsequently ordered incrementally as separate Purchase Orders without going through the

Requisition Approval process each time.

The Requestor submits the initial Requisition with the total number of items and submits for approval. Once approved, the Requisition will not generate a

Purchase Order (no encumbrance) but Purchase Orders will be released as needed.

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1. Create a

Requisition by

clicking on

“Catalog” in the

PASSPort main

menu bar.

2. Click “Browse

Catalog” from the

dropdown menu.

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3. Add items to your

cart by adjusting

the quantity, if

necessary, and

clicking the

shopping cart icon

next to the item.

4. Items will be

added to your

shopping cart.

After you have

completed your

shopping, click on

the Go to

Requisition button.

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On the Purchase

Requisition Screen,

complete all required

fields:

5. Label: to describe

the requisition.

6. Division: Select

your Division Note:

your Agency will be

populated

automatically.

7. Select the Open

Order checkbox.

8. Select a Delivery

Address: Indicate

where you would

like the items

delivered.

9. Select an Invoicing

Address: Indicate

the address that is

appropriate to

handle the invoice.

10. Click Save.

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11. Click on the on

the line item to

edit budget

details.

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12. Select a vendor

contact from the

dropdown menu.

13. Complete the

chart of accounts,

if this

responsibility falls

within your scope

of duties.

Note: An Agency Approver

or Agency Financial

Approver may also enter

this information as the

task advances through the

Requisition approval

workflow.

14. Click “Save and

Close.”

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Note: Repeat steps for

other items if necessary.

You may use the Edit

Lines button to add or

modify information in bulk

for the line items

associated with this

requisition.

15. Click “Submit for

Approval.”

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Creating Orders from an Approved Open Order

Once an Open Order Requisition has a status of “Approved”, the Open Order Item Selection screen can be used to select items from the Requisition and

create individual Purchase Orders. Only the original Requestor will have access to this functionality.

1. Find an Open

Order by clicking on

Ordering in the

PASSPort main

menu bar.

2. Click “Browse

Requisitions.”

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3. From Browse

Requisition screen,

click on “Advanced

Search” to the right

of the blue Search

button. 3

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4. Check the Open Order

box in the search field

area.

5. Click “Search.”

6. Open your desired

Requisition by clicking

the to the left of the

ID field. 4

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7. Click the green

“Open Order

Release” button at

the top of the

Requisition screen.

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8. Check the box to

select the items you wish

to release a purchase

order for.

Note: The approved

quantity is the amount of

the item that has been

released. The ordered

quantity is the total that

was approved for

purchase.

9. Enter your desired

quantities per item in the

Quantity to be Ordered

column.

10. Click the “Order

Selected” button.

11. Click “Save and

Close.”

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Note: Users will notice

the sidebar populate

three new fields: Orders,

Receipts, and Invoices

when they do the first

open order release.

12. To view your PO,

click in the “Orders”

tab to see the

Purchase Order

information. The PO is

generated and sent to

FMS for encumbrance.

After the PO is approved

in FMS, it is sent to the

vendor. The

corresponding workflow

is useful for tracking the

PO’s progress.

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