Enter the information in all required fields and any optional fields desired. Required fields are in bold. Specify clearly exactly what needs to be done, in both the Description and in the Internal Notes. If changing multiple line items of the PO, enter multiple lines on the CO.
To add a new line item to the PO, enter a new CO line item.
Examples:
To change the FOAPAL: Enter a new line item on the CO for each different line item that must be charged to a different FOAPAL. Choose FOAPAL Change in the "Reason for Change Order" field near the bottom of the CO form. In the Product Description field, provide details of the change to the FOAPAL. For example, "Please change remaining balance on this PO to the new FOAPAL." A different example, "Please move $1,000 on line item #2 to the new FOAPAL." If only requesting a FOAPAL change, enter 0.00 in the estimated price field. Do not use the PO amount in the estimated price field.
To change the dollar amount and/or quantity:
For a price change, enter the difference in price in the Price field. Negative values are not accepted. For example, if the original line item price was $2,699. and the new price for that line item is $2,000, enter $699 in the Price field and explain in both the CO Description and the Internal Notes fields that the price was reduced (and why).
To change the quantity for a line item on the PO, identify the line item and explain the request clearly in the description and in the internal notes.
To add a new line item on the PO, enter a new CO line, and provide details.
For increases in the dollar amount of an order - due to a change in quantity, price per item, or the addition of a new line item(s) - choose Increase $ Amt in the "Reason for Change Order" field near the bottom of the CO form.
For decreases in the dollar amount of an order, choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
To change the description of an existing item: Specify the request clearly in the description and in the internal notes. (Adjective changes only; to order a different item, cancel the order and process a new order for the different item.)
Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
To change terms: Specify the request clearly in the description and in the internal notes. If the Delivery Date must be changed, contact the supplier first, and then provide info for Purchasing in the Internal Note.
Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
To request cancellation: a PO must not have been received and processed by the supplier OR the shopper must have successfully contacted the supplier and received the supplier's agreement to cancel the PO. In the Internal Notes field, enter the reason for the cancellation request.
Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
After completing the CO form for a line item, select the Add to Active Cart action in the available actions pulldown near the bottom of the screen. If planning to make changes to multiple lines on the PO, use Add to Cart and Return. Then select the Go button.
Each time Add is selected, a line item is added to the CO shopping cart.
After all line item changes have been entered, click Review. Do not change the Ship To, Bill To, or Delivery Options.
Click Edit in the Accounting Codes section to enter the desired FOAPAL, and click Save. Also enter the FOAPAL in the Internal Notes to expedite processing of the CO.
Preview the Workflow for PR Approvals to check whether additional workflow steps need to be completed before the change order is complete. Note that one of the steps shown in the workflow process confirms you are processing a change order.
