/ Job Aid

Requesting a Change to a Purchase Order

Note: See the job aid, AP Email Voucher Match Exception Notifications-when to request an override vs. when to do a change order (located at the A&F website - for an explanation on when it is appropriate to do a change order that is based on an AP match exception. It is unnecessary (and undesirable) to do a change order to add a freight line to a purchase order.

Step / Action
Before creating any change request, you must verify that the Purchase Order you are requesting the change to has a valid budget check in PeopleSoft. If the PO has a budget error you must resolve the error prior to requesting the change.
Begin by navigating to the Shop icon on the left side of any BuyWays page and selecting My Carts and Orders, View Draft Shopping Carts to insure that your Change Request is in a new cart:

Click theCreate Cart link.

Name your cart, if you want.

Selectthe Update button:

Select the Click here to start shopping link, which will take you to the Home page:

Select the forms link

Make sure that the Amherst Forms folder is open (left side of page under Shared)
Select the Change Order Request form link

Complete the form:
Under the Purchase Order Information block, enter the Purchase Order Number to be changed and the Supplier Name. Please include all ten characters of the purchase order number and check for accuracy:

In the Change Description box, explain, in detail, exactly what on the purchase order is to be changed. Make sure to include the line number(s) that the change(s) impacts.
Indicate whether the revised PO should be sent to the supplier in the Send Revised PO to Supplierbox:
Click the drop-down arrow and select either Yes or No.

If the change requires an attachment, you may add it here by selecting the add attachment link:

On the right hand side of the form, under Change Order Request Details, select the type(s) of change(s) that the change order addresses.
At the top right side of the page, next to Available Actions, select Add and go to Cart.

Select the Go button:

The Active Cart page appears:
Select the Commodity Code that is most appropriate for the requested change(s). Note: The Commodity Code should match the one that is on the order. If more than one code is involved in the change, select the code that impacts the most dollars.

Select the Proceed to Checkout button:

Review the requisition links and make any additions/changes that you deem necessary to the required fields.
Note: All tabs must contain a green checkmark to qualify for submittal to workflow:

Note: To ensure proper workflow, the budget selected for the Change Request (Accounting Codes link) must match the budget on the purchase order. But, if the change is a request to change the budget on the purchase order, the budget on the Change Request Accounting Codes Line should match the new budget.
On the Final Review link, review the PR Approvals tab to see the workflow steps involved for the change order:

Select the Final Review link to access the Submit Requisition button:

Select the Submit Requisition button to enter the change request into workflow:

Congratulations! You have successfully created a Change Request Requisition. You may view the progress of the requisition through workflow by opening the requisition in Document Search and viewing the PR Approvals tab.
End of Procedure.
Edited for the Phoenix View, 01.07.14 / Page 1