Every fiscal year (July 1-June 30), we allocate a certain amount of money to pay for our library books. Because we are setting aside this money, we have to make a blanket order in eVA so we can continually take money out of that large sum rather than make multiple eVA orders. When filling out a blanket order, the main difference is that the Order Quantity and Cost are flipped. This is so it flows into Banner 9 correctly.
For example, let's say there is a $200 invoice for 9 books. In eVA and Banner 9, we will say that we bought 200 books for $1 a piece. The real quantity of what you received doesn't matter.
The UL will decide on the amount we will set aside, they will tell you how much to make the order for.
While we say this is paid by check, that's not technically correct. It's actually paid by a Visa 'ghost' card (aka epayables) that is held by AP. But the process is the same as if it were a check payment (at least for you, the purchaser.)
First, you need to fill out the approval from for orders over $1,000.
Log on to eVA and find the previous year's blanket order. Check the eVA Confirming Orders subpage of Procurement if you need a refresher.
Once you duplicate the old order, change this information:
Submit for approval.
Around the beginning of May you are going to want to email GOBI customer service and request a shipping hold on the print book sub-accounts. There is a possibility that between the time you close one FY blanket order and open another something could arrive. Don't try your luck, just pause the shipping for awhile. From the beginning of May until the middle of June is a good timeframe but you should check the end of year calendar to see when invoices need to be given to AP and when Banner9 opens back up for the FY.
Log onto Banner9 and type FGIENCD.
In the search bar, type the blanket order PO number for that FY.
In the bottom section where it lists all the invoices that have been paid, go to the last page and compare the final couple of invoices with your list of invoices. If they are all there that means they've all been paid, if not then you must wait a while for them to be paid.
If they are all there, look at the liquidation line in the top section. The number should be in the negative.
Log on to eVA and find the ORDER.
Next click the change order button at the top. Fill out the following information:
Change Type: Change Existing Item(s) (quantity/price)
Reasoning: Updated to reflect corrected amount paid to vendor $xx,xxx.xx.
Edit the item to reflect the actual amount paid.
Internal comments and supplier comments don't copy over so you'll have to copy and paste those back in.
1111-200500-72221-10410
Blanket order for FY xx - 7/1/xx-6/30/xx
CNT # UCPJMU5842
Tim O'Donnell Approved x/xx/xx
Supplier paid via ePayables
Closing blanket PO for FYxx to reflect correct amount paid to vendor $xx,xxx.xx
Submit for approval.
