How to Create a New (Replacement) PO that will Total $50,000 or Greater

It’s ok! These things happen. Purchasing Services doesn’t like it either when a PO closes! Please follow these steps so we can work together to get a replacement PO issued.

Here are the key points of what is needed to create a replacement requisition/PO:

  • Your department will NOT have to go through the RFP/bid process all over again!
  • The new requisition/PO should mirror the original PO by having:
  • Required text written in the requisition’s header comments
  • Original requisition and PO number, and fiscal year the order was created
  • Original bid or RFP number
  • Any PO notes such as freight, payment information, or Category Manager
  • Required header-level attachments
  • If the order was an exception (did not go through a bid/RFP), the most current version of the signed Exception to Regents purchasing policy form is required
  • If the PO was a CPS, the statement of work is required
  • If a quote was referenced in the original order, the original quote is required
  • Any other unique legal agreements attached to the original order
  • If the order was an exception (did not go through the bid or RFP process)
  • The DeptID number of the original PO
  • Most current version of the signed exception to Regents’ purchasing policy form is required.
  • Enter the new requisition for the amount that was remaining on the PO when it closed.

Step 1. Locate the original PO’s comments and attachments. They must be entered and attached to the new requisition/PO. Purchasing Services reviews around 1,000 requisitions each year. So that we can best assist you, we will need certain information to help us locate your order’s information within our files. Most importantly, auditors will need to see a clear connection between the closed and replacement POs.

Navigate to: Purchasing>Purchase Orders>Review PO Information>Purchase Orders. Enter the PO number in the PO ID field, then click <Search>.

The PO Inquiry page will appear. Click <Header Comments> to view the PO notes and attachments. These need to be transferred into the new requisition.

The PO Header Comments subpage will appear. Click <View All> to obtain the following information:

A. Text Entered into the Comments Box: Click <View All> to obtain the following information entered into the comments text box:

- RFP number

- PO notes such as quote number, freight or payments terms, or Category Manager info

B. Attachments. Look for attachments within the comments. Once found, click <View> to download them. While every PO is unique and has different requirements, locate any of these types of attachments:

  • Signed exception to Regents Purchasing Policy form (locate most current version)
  • Statement of work (only applies to CPS POs)
  • Quotes or other unique documents such as amended legal terms and conditions

C. Obtain the original requisition number. We will need the original requisition number. You can easily find this within the PO’s header comments by looking for the “From-REQUMN01.

Step 2: Determine the remaining amount that was left on the PO when it closed. Unless there wasn’t any spending on the PO at its time of closure, departments must subtract the amount spent on the closed PO from the amount of the new PO. Example: The closed PO’s amount was $300,000 and $100,000 was spent on it. The requisition amount must be $200,000. Creating it for $300,000 again would be inappropriate: we would be spending $100,000 more than what was originally authorized.

Navigate to the same page as used in Step 1: Purchasing>Purchase Orders>Review PO Information>Purchase Orders. Enter the PO number in the PO ID field, then click <Search>.

Click the <Activity Summary> hyperlink.

The Activity Summary page will appear. Refer to the Merchandise Invoice amount. This amount is the total dollar amount spent against this PO.

Step 3: Enter Appropriate Header Level Comments

  1. If the original PO went through the bid or RFP process, enter the following header-level comments:

This order replaces PO XXXXXXX per RFP# (example: RFP 11135.863996) which closed unexpectedly during the University’s fiscal year end process. The original order was placed in FY15 via requisition XXXXX.

  1. If the original PO went through the exception to Regents purchasing policy process, enter the following header level comments:

This order replaces PO XXXXXXX which closed unexpectedly during the University’s fiscal year end process. The original order was placed in FY15 via requisition XXXXX and filed under DeptID XXXXX.

Please contact Purchasing Services at: if you need assistance with your replacement requisition. Thank you!

How to Create a $50,000+ Replacement Requisition/PO Page 1 of 5