These reference guides are intended for Procurement Requesters to understand how to withdraw and edit a requisition before it is fully approved or how to submit a change order after a requisition has been fully approved and a Purchase Order has been generated.

To see an example of creating a Change Order to lower the amount of a Purchase Order after an invoice is received, watch this video. 

• Modifying a Requisition Prior to Approval
• Creating a Change Order as a Procurement Requester

Terminology

• Purchase Requisition:  A request to order goods or services from a supplier.
• Purchase Order:  A legal document used by a buyer and sent to a supplier for fulfillment of goods and/or services.
• Change Order: A request submitted by a requester or a central procurement team member to change details on a Purchase Order.
  • Changes that can be made by a Requester:
    • Edit Line Description
    • Edit Quantity
    • Edit Price
    • Edit Deliver-to Location
    • Edit Requester
    • Edit Chart of Accounts (COA) – Note: Charge information cannot be updated after an invoice has been processed against the purchase order.
    • Edit Project Details (POETAF) – Note: Charge information cannot be updated after an invoice has been processed against the purchase order.
    • Add Attachments
    • Cancel PO Line
  • Changes that Require a ServiceNow Ticket to the Procurement Solutions Team:
    • Edit Supplier Site
    • Edit PO Communication Method
    • Edit Payment Terms
    • Edit Freight Terms
    • Any changes to converted Purchase Orders
    • Any changes to a Punchout Catalog order after first discussing the change with the Supplier
  • Change Orders are not allowed for Payment Requests and After-the-Fact Orders
• Cost Corrections: The process to fix when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle).
  • Follow the steps to complete a Cost Corrections request involving a COA
  • Follow the steps to complete a Project-to-Project Cost Corrections

• Encumbrances:
  • In Oracle, when a requisition is fully approved and a purchase order is generated, a corresponding encumbrance journal entry is created in the general ledger. The purchase order will encumber the budget related to the COA or POETAF information tied to the purchase order. When an invoice is created in Oracle and matched to a purchase order, the encumbrance will be liquidated.
  • From a procurement requester’s perspective, it is critical to keep an eye on open Purchase Orders monthly as they represent encumbrances against their unit’s budget. As the University continues to explore more stringent levels of budgetary control, any outstanding encumbrances that remain in the system will affect the unit’s ability to spend.
  • If a procurement requester recognizes that a purchase order has a remaining balance and no future invoices are expected to be matched to the order, the requester should submit a change order to reduce the total amount of the purchase order, consequently relieving the encumbrance and increasing your budget consequently relieving the encumbrance.

 

1. Log into Oracle.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).

4. Select My Requisitions.
5. Search for or scroll to the requisition that needs to be edited. It will be in Pending approval status.
6. Select the Three Dots on the requisition that needs to be modified.
7. Select Edit.

8. Select Edit. This will remove the requisition from the workflow.

9. Select the pencil icon to edit line level details such as amount, quantity, supplier, and supplier site.
10. To edit the deliver-to location or line-level distribution information, including creating a split distribution, select the truck icon.
11. Select the requisition summary pencil icon to edit any header level information.
12. After all edits have been made, select submit.

You have now completed the process of Modifying a Requisition Prior to Approval.

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1. Log into Oracle.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).

4. Select My Requisitions.
5. Search for or scroll to the PO that needs a Change Order. It will be in Ordered status.
6. Select the Three Dots.
7. Select Edit.

8. Enter the Change Description and select Edit.

9. In the Lines section, select the line that needs to be updated or select the pencil icon.

10. Edit the line description, quantity, and/or price/amount.
11. Select the check icon when complete.

12. In the Distributions section, select the Deliver-to Location to update the address. Select PO Charge Account to update the COA.
13. To add or edit POETAF information, select More Details.

14. If there is no POETAF, enter a Project Number. The other POETAF fields will appear. Add the rest of the segments. If there is already a POETAF, edit the appropriate segments.
15. Select Update.

16. To add a split distribution, select the line that will have multiple distributions.
17. Select Split.
18. Update the quantity or ordered amount as needed.

Reminder: Distribution information cannot be changed once an invoice has been received. Refer to the Cost Corrections information.

19. When all changes have been added to the Change Order, select Submit.

 

You have now completed the process of creating a Change Order as a Procurement Requester.

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