How To Complete A Change Order for an Existing Purchase Order
Purchasing Services issues Change Orders to modify existing Purchase Orders (POs) with concurrence of the user department. This type of order changes a PO and notifies Accounting Services and the vendor of the change. If the Change Order results in a dollar amount change to the PO, your encumbrance will be adjusted in the Shared Financial System (SFS) and the change will be viewable in WISDM.
Change Orders are issued:
- To add or delete an item or items on a Purchase Order.
- To change the ending dates on a blanket order.
- To change the description of an item(s).
- To change price(s) and/or item(s) if the order total changes by $100 or more.
- Per vendor request with consultation of the user department.
- To change an order to/from positive approval (to approve invoices prior to payment).
Change Orders are NOT issued:
- To modify encumbrances for budgeting purposes or to modify encumbrances where the change does not need to be communicated to the vendor.
- Contact your Dean's Office for assistance in dealing with extenuating circumstances.
- Also see PO Encumbrance Management and Requisition Changes in FY8 for further information on how you or your Dean's Office may proceed.
- To modify funding strings or class codes on an order.
- Contact your Dean's Office or your authorized requisition approver to complete these changes.
- Also see PO Encumbrance Management and Requisition Changes in FY8 for further information on how you or your Dean's Office may proceed.
To Complete a Change Order:
Contact the Purchasing Agent listed on your copy of the Purchase Order and indicate the Purchase Order number, the specifics of your change request, and the reason for the change. The agent will work with you to complete a Change Order to notify Accounting Services and the vendor of the changes.
If you have any questions about the process or whether a change order will need to be compelted, please contact the Purchasing Agent listed on your copy of the Purchase Order.