Tip: The fastest way to order a new item or to increase the quantity of an existing line item is to place a new order.
It is possible to change certain elements of a purchase order that has been completed and approved. Generally, a change order can be processed for the following reasons:
Change a FOAPAL
Increase or decrease unit price on an existing line item
Increase or decrease quantity on an existing line item
Add a new line item to the purchase order, when associated with original items ordered
Change the description of an existing line item (for a different item, cancel and process new order)
Change terms, including adding special notes (except UCSC42 - see Restrictions)
Cancel a purchase order processed with the "Hold PO" feature (order not sent to supplier)
Purchasing will contact the supplier with the change information.
If you ordered the wrong item and the supplier has received the PO, contact the supplier and request that s/he cancel the order.
If the supplier has not shipped the order, submit a CO to Purchasing, requesting that the order be cancelled.
If the supplier has already shipped the order, ask the supplier how you can return, and then notify Purchasing by processing a CO, explaining details in both the CO Description and in the Internal Notes.
Before requesting a change order that increases the total dollar amount of a purchase order to more than $50,000, contact the Purchasing Department, preferably the buyer who processed the original PO.
Tolerance level on POs: Current policy allows FAST/AP to pay invoices for POs with a price discrepancy of $100.00 or less. It is not necessary to process a change order if the final price is within this range.
If the discrepancy between the PO and invoice is between $100 and $500, FAST/AP must receive an explanatory email providing authorization from the requestor before the invoice will be paid.
A change order must be processed for any order whose final price increases by $500 or more.
Restrictions for Change Orders
Change Orders cannot be used to change the supplier name. To change the supplier name, you must cancel the PO, if possible, and complete a new order to the correct supplier.
Change Orders cannot be used to add "UCSC42" to a commodity description (to specify required review and approval by an authorized departmental or divisional employee prior to invoice submission to FAST/AP for payment.) Contact FAST/AP directly, via email, to request special handling if "UCSC42" was needed at the beginning of the commodity description but was not entered when the requisition was submitted.
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.
Submit the Change Order.
How to Submit a Change Order Request using an E-Order
Summary: Only use an e-order when unable to use CruzBuy for Change Orders.
Complete a Change Order/PO Cancellation Request (MS Excel) form only for completed approved orders, and fax it to Purchasing. Budget Approver signature authorization is required.
For PO cancellation only, a requisitioner may e-mail their Budget Approver, with the change request. (Be sure to include the Purchase Order number in the e-mail.) The Budget Approver then forwards the request to Purchasing, with their stated approval for the request. Purchasing completes the requested change, after receiving the approved request.