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FISCAL MANAGEMENT OPERATIONS GUIDE

Purchase Order Changes

When and how is a purchase order changed?

Disbursements will require a purchase order change whenever the following instances occur:

• The invoice price of the order exceeds the purchase order by more than 10%.
• The wrong vendor is on the purchase order.
• Some items received are not listed on the purchase order.
• Items of significant value are deleted from the purchase order.

1. Who should initiate a purchase order change?
   1. When the original purchase order was done by the department, the department should do the change by going into DEFINE and following the change procedures.
      1. Go to the PB document in DEFINE which was used to create the original purchase order.
      2. In the Action: enter "Cor" and place an "X" next to the sections that need to be changed. Follow the prompts that will go to the section needing the change. Enter the corrected information and fully approve the correction document.
      3. Contact Purchasing for help if the change is not successful (458-4060).
   2. When the original purchase order was done by Purchasing, the department should request that Purchasing do a purchase order change.
2. Who should cancel a Purchase Order?
   Only Purchasing can cancel a PO! The department who originally requested the PO should send a letter or email to Purchasing, asking that the PO be cancelled. Send an information copy of that correspondence to Disbursements.