Purchase Orders - Changing

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Distribution

Director of Procurement Services

PO Administrator

PO Buyer Manager^*

PO Buyer^*

PO Purchaser^*

PO Requester^*

Related Procedures

Purchase Orders - Changing [PRO5006U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Purchasing : Purchase Orders ® Purchase Order Summary
Find Purchase Orders

Things to remember when revising purchase orders:

You must deliver ALL Purchase Order revisions to the vendor.
You are responsible for revising the purchase orders you create.

However, PO Shoppers do not have access to revise the Purchase Orders they create. They must contact their departmental PO Requester or PO Purchaser for assistance.

Revisions must be done in the Integrated System.
It is NOT necessary to revise Purchase Orders before controlling them.
Revisions cannot be made to a purchase order if:

Accounts Payable has entered an invoice into the Integrated System or
You have entered Receiving (orders $5,000 or more) into the Integrated System

Revisions can be made:

To the PTAEO until the goods have been received or invoiced.
To change quantity, price or description of the items as well as canceling PO lines or the entire PO as needed. The ability to change a purchase order depends on how the original purchase order was written.

Revising Purchase Orders

1. Search for the purchase order you want to change. Search by the purchase order number or your last name (in the Buyer field).

Click on the [Find] button.

2. Open the purchase order, by placing the current record indicator (blue box) to the left of the Number field of the purchase order you want to open.

Click on the [Open] button.

3. You must always unreserve funds prior to revising a purchase order.

Click on Tools>Unreserve.

4. Click [OK].

5. Click [OK].

The purchase order status is Requires Reapproval.

6. Click in the appropriate field(s) and make the needed change(s).

7. Save your work.

8. You will get a note that you are creating a new document revision. Click OK.

Note: If this document was created in a previous month you will need to change the GL date in the Distributions window before approving. Refer to Purchase Orders – Correcting Invalid GL Date.

9. Click on the Approve button.

10. Click OK.

11. Ensure that the purchase order Rev Field shows the revision number and the status field is “Approved and Reserved”.

Effective: 07/22/09