How To Complete A Change Order for an Existing Purchase Order

Purchasing Services issues Change Orders to modify existing Purchase Orders (POs) with concurrence of the user department. This type of order changes a PO and notifies Accounting Services and the vendor of the change. If the Change Order results in a dollar amount change to the PO, your encumbrance will be adjusted in the Shared Financial System (SFS) and the change will be viewable in WISDM.

Change Orders are issued:

  1. To add or delete an item or items on a Purchase Order.
  2. To change the ending dates on a blanket order.
  3. To change the description of an item(s).
  4. To change price(s) and/or item(s) if the order total changes by $100 or more.
  5. Per vendor request with consultation of the user department.
  6. To change an order to/from positive approval (to approve invoices prior to payment).

Change Orders are not issued to modify encumbrances for budgeting purposes, to modify funding strings or account codes on an order, or to modify encumbrances where the change does not need to be communicated to the vendor. However, funding changes or closing a PO can be accomplished by completing an Encumbrance and PO Management Form. The form and instructions are available through the Purchasing Services Forms page. Encumbrance and PO Management Forms must be submitted via email to your Dean's Office for approval. The Dean's Office will route approved forms via email to Purhcasing Services. Official Change Orders are not issued for these types of modifications because the vendor does not need to be notified, but your PO can be closed or have the funding modified without the need for a change order by using the Encumbrance and PO Management Form.

To Complete a Change Order:

Complete an Encumbrance and PO Management Form, indicating the reason for the change, any changes to the dollar amounts, dates, and funding as well as if the vendor needs to be notified of the change. The form and instructions are available through the Purchasing Services Forms page. Encumbrance and PO Management Forms must be submitted via email to your Dean's Office for approval. The Dean's Office will route approved forms via email to Purchasing Services. Accounting Services and the vendor will be notified of the changes once the form is processed and the encumbrance will be adjusted in the Shared Financial System (SFS) if necessary.

If you have any questions, please contact Purchasing Services.