Tips:

Submit a PO Change Request

Who can submit change order requests?

How does this process typically work?

  1. The PO Change Request is created and submitted for approval.
  2. The Change Request is then routed to Procurement and Payment Services (PPS) for review and processing.
  3. If needed, PPS sends change request through REQ workflow.
  4. Or, PPS approves requested changes and, if requested, sends an updated PO to the vendor.
Why should a PO Change Request be submitted?

When should a PO Change Request not be submitted?

Additional Resources

Identify status of Requisition/PO

Navigation: NUFinancials > eProcurement > Manage Requisitions

  1. Enter search parameters to locate the requisition.
  2. Click Search.
  3. Locate the requisition in the search results, and click the triangle to open the lifespan.
    Graphic of Manage Requisitions line collapsed
  4. Identify/confirm status, and view the lifespan for purchasing activity.
    • The purchase order is eligible for a PO Change Request when the Purchase Order icon is active, indicating the PO has been created and dispatched to the vendor.
    • You can click the Purchase Order icon to obtain the PO ID for the PO Change Request, as needed.

Graphic of Manage Requisitions line expanded with Purchase Order icon

Graphic of Manage Requisitions completed status example

Step 1: Create a Purchase Order Change Request

Navigation: NUPortal > Financial > Purchasing tab > Purchasing Related Links > Make Changes to a PO

or NUFinancials > Purchasing > Purchase Orders > Manage Change Orders > PO Change Order Request Center

  1. Click Create a PO Change Request.
    Graphic of PO Change Order Request Center
  2. Verify that NWUNV is entered as the Business Unit.
  3. In PO Number, enter the PUR ID. If you do not know the PURID, you can search using PO Date and Vendor ID (use Vendor Name contains). If the PO Number is not valid, you will see an Invalid Value error message.
  4. Click Search. Search results appear. If you have more than one search result, click the Select checkbox next to the purchase order for which you are requesting a change. If you have only one search result, it is automatically checked.
  5. Click Next.
    Graphic of Step 1 PO Change Order Selection page

Step 2: PO Change Order Reason

  1. In Phone, type your telephone number or work extension.
  2. Enter your Department ID (from your department's chartstring).
  3. Enter the Reason for Change
    • Indicate what change you are making, not why.
    • Include line number(s) you are changing.
    • See the Appendix at the end of this guide.
    • If you are requesting to close the purchase order, click the Check here to close PO checkbox.
  4. Click Next.
    Graphic of Step 2 PO Change Order reason page

Step 3: PO Change Order Details

  1. Go to the Line you want to change.
  2. If canceling a line, select the "Do you want to cancel this PO line?" checkbox.
  3. If adding a new line, click the plus sign.
    • Enter New Line Info fields, Ship To, and chart string, including PO QTY.
  4. Enter your changes in the appropriate fields (Description, Quantity, Price, UOM, Category, Ship To, and/or Distribution (chart string).
    • You are entering new information which will overwrite what was previously entered.
    • FAMIS fields are for Facilities Management use only.
  5. Optional, select the check box a revised Purchase Order should be sent to the vendor.
  6. Enter Comments indicating why this change is being made.
  7. Click Save and Submit to PPS (or Save if you are not ready to submit).
    • Once submitted, you can't edit the POC.
    • The approver must send it back if edits are required.
      Graphic of Step 3 PO Change Order Details page

Step 4: Confirmation

Graphic of PO Change Order Confirmation page

Appendix: Reason for Change


Reason for Change

Description

Conditions

PO Change Order Steps

Close the PO

  • You request closure of POs in order to have an encumbrance removed (ex. a blanket where remaining funds are encumbered).
  • Closing a PO is a way to complete a PO that already has activity on it (receipts and vouchers that are matched).

You may close a PO as opposed to requesting a decrease to a line quantity if you are sure that the item will not ship.

  1. In Reason for Change, enter Close the PO.
  2. Select the Check here to close the PO checkbox.
  3. Indicate the PO is a subcontract, if applicable, in the Reason for Change field.

Cancel the PO

  • You can request to cancel the PO only if all lines have no receipts or vouchers.
  • Exception: if the vendor changed names, you can request a cancellation of a PO if you include comments about the new name.

All lines have no receipts or vouchers.

  1. This is considered a request for closure of the entire PO.
  2. This reason should only be used in the Reason for Change field if there is no purchasing activity on the PO (no receipts or vouchers).
  3. Indicate cancellation, select send vendor checkbox.

Cancel a line

You request to remove a line because of a back order situation or because you have changed your mind.

  • Contact the vendor to verify that the line item will not be delivered.
  • Line has no receipts or vouchers.
  1. In Reason for Change, enter Cancel line number
  2. Click the Do you want to cancel this PO Line? checkbox for the line number you are canceling.
  3. If this is a multi-line PO, and a line other than Line 1 is to be canceled, click the Next link or use the Go to Line button to navigate to the line you need to cancel.
    • Do not zero out the Price.

Add a new line

You request to add a new line to a PO.

Line has no receipts or vouchers.

  1. In Reason for Change, enter Add a new line for
  2. Click the Graphic of plus symbol plus sign at the top of the New Line Info section.
    • You can click the plus sign within any line number of the PO.Graphic of New Line Info
  3. A new line appears with the Current Line Info section blank.
    • A message appears in the Current Line Info section stating that Current Data is not applicable for this line.
    • The line is automatically numbered.
  4. Enter all fields that apply in the New Line Info section, including Description, Quantity.
    1. Enter your Ship To and chart string.
    2. When you enter the chart string, you must enter the quantity in the PO QTY field even though you have already specified this information in the Quantity field.

Increase line quantity

  • You request to increase a line QTY, because you were shipped more than the ordered QTY.
  • You want to keep the items and resolve a match exception.

Ordered and received quantity is less than vouchered quantity.

  1. In Reason for Change, enter Increase line quantity.
  2. In QTY, enter the new total number.
    • This is the full QTY as it should look on the PO.
    • Enter the total, not the difference.

Decrease line quantity

  • You request to decrease a line QTY, because you were shipped less than the ordered QTY.
  • You want to resolve a match exception.

Received quantity is less than ordered quantity.

  1. In Reason for Change, enter Decrease line number quantity.
  2. In QTY, enter the new total number.
    • This is the full QTY as it should look on the PO.
    • Enter the total, not the difference.

Increase line price

  • You request to increase a line price, because you were charged more than the ordered amount.
  • You want to resolve a match exception.

Line has been received and vouchered.

  1. In Reason for Change, enter Increase line number quantity.
  2. In QTY, enter the new total number.
    • This is the full QTY as it should look on the PO.
    • Enter the total, not the difference.

Decrease line price

Under Tolerance Restrictions are not used, therefore a lower amount will be paid and the encumbered funds returned when the PO is closed.

Line has no receipts or vouchers.

  1. In Reason for Change, enter Decrease line number quantity.
  2. In QTY, enter the new total number.
    • This is the full QTY as it should look on the PO.
    • Enter the total, not the difference.

Change or add chart string

If change to chart string information is needed after PO voucher has been created; submit a Correction Journal.

All lines have no receipts or vouchers.

  1. In Reason for Change, enter New chart string and New percentage.
    1. Fund, Dept ID and Account are required.
    2. ChartField1 is an option.

Request new item descriptions

Vendor has requested you change a line item's description.

Line has no receipts or vouchers.

  1. In Reason for Change, enter New item description
  2. Remove/Delete current Description for Line Number.
  3. Enter a new Item Description in the Description field

Change PO from Distribute by Quantity to Distribute by Amount.

Requisition should have been Receive by Dollar Amount All lines have no receipts or vouchers.
  1. Click Distribute By drop-down arrow in the Header Info section:
  2. Graphic of Distribute by Quantity
  3. Options for both Quantity and Amount should display.
  4. Select the Amount option.
  5. Option to Distribute By Amount should now display, and the following warning message appears:
    • Changing the Distribute by Quantity/Amount will affect all lines. Do you want to Proceed? 
  6. Click OK.