The Office of Procurement Services Completing a Change ...2021/03/25 · Submitting a change request does not automatically send a new PO to the supplier. If the supplier needs a

Completing A Change Request Page | 1 Last Updated: 8/16/2021

The Office of Procurement Services

Completing a Change Request Change requests are most commonly used to update completed non-catalog purchase orders (POs) and can be used to update completed catalog POs depending on the supplier. The most common adjustments are outlined below:

• Adding or reducing funds: Updating the value of a PO to accurately reflect the amount to be spent. • Updating account funding: Changing the account number(s) used to pay invoices associated with the PO. • Adding/removing quantities: Adding or reducing the number of items ordered. • Changing a one-time order to a recurring order: Adding information to the Recurring Payments section of

the order. • Adjusting PO dates on a recurring order: Updating the PO Begin and/or End dates to reflect the life of the

PO. • Adding/removing line items: Adding new items or removing items from an order.

A change request can be initiated and submitted by any BUY.IU user; the individual does not have to be associated with the original order. Once submitted, a change request routes to both the FO Approval and BUY Desk workflow stops for review and approval.

Change requests cannot be used to update

If the edits below are necessary, a new PO must be established:

• Supplier on the PO, • Supplier fulfillment address used, • Internal or External Notes logged at the header level of the PO, or • Check Request information.

Change request timing

As soon as you know edits are needed to a PO, submit a change request. Updating the PO allows BUY.IU to accurately compare invoices received to the order for matching purposes. This streamlines the invoice review process, avoids manual review by the department and Purchasing, and helps suppliers receive payments in a timely manner.

A new invoice booked against a PO stops the routing of a change request, effectively “killing” the document. Change requests cannot be copied. If this happens, the original change request must be deleted, and the process started over from the beginning.

If you know an invoice will be submitted and a change request is enroute, follow the document through the workflow, contact approvers, and ask them to act on your request as soon as possible.

Additional considerations

• BUY.IU allows for only one change request to be enroute at a time. This includes draft, returned, and pending change requests. Combine multiple changes in one change request document whenever possible.

• If an invoice exceeds the PO amount and future invoices are not expected a change request is not necessary. Force match the invoice to ensure timely payment to the supplier. If your situation is unique and a change request is required, you will be notified by Purchasing via the Comments.

• Segregation of duties prohibits an individual from approving a document they create or submit. This means if the change request creator or submitter is also the approver, they will not be able to approve the document. Instead, another individual will need to approve the change request. Delegates can be added to the FO Approval workflow stop at any time. Use the Account Delegate document in KFS to add delegates.



Initiate a change request by navigating to the PO and selecting Create Change Request from the Document Actions drop-down menu.

A new window opens. Enter details explaining the changes being made and the reasoning for them. The text entered here appears as a comment on the requisition and is reviewed by approvers.

Submitting a change request does not automatically send a new PO to the supplier. If the supplier needs a copy of the updated PO, request that the new PO be sent in the comments. Purchasing will distribute the new PO to the supplier.

Notify others of the change request by clicking add email recipient… or checking the box next to their name. Review the Comments in BUY.IU document for additional information about using comments. It is not necessary to notify approvers or Purchasing.

The users shown under “User with change request permission:” are randomly generated and can be ignored.

When all information is entered, click Create Change Request.

https://purchase.sitehost.iu.edu/buying/doc/Comments-BUY.IU.pdf



Click a topic to learn how to… Add or Reduce Funds ....................................................................................................................................................... 4

Update Funding Accounts ................................................................................................................................................ 6

Add or Reduce Quantity Amounts .................................................................................................................................... 8

Convert a One-time Order to a Recurring Order ..............................................................................................................10

Adjust Recurring PO Dates ..............................................................................................................................................12

Add Line Items ................................................................................................................................................................13

Remove Line Items..........................................................................................................................................................16



Add or Reduce Funds If an invoice exceeds the PO amount, and future invoices are not expected, a change request is not necessary. Instead, force match the invoice to ensure timely payment to the supplier. Purchasing will notify you if a change request is required and must be completed after the fact.

If the amount being spent on a recurring order will exceed the current value of the PO, funds must be added using a change request. This simplifies invoice routing and ensures timely payment to the supplier.

On the Summary page, scroll down to the Lines section. Click more info… next to the Product Description of the line to which funds must be added.

A new window opens. In the Price Estimate field, enter the value the PO line should reflect.

The amount of funds entered under Price Estimate is your PO line total, NOT the amount by which the PO line should be increased or decreased.

In this example we need to add $5,000 to a $25,000 recurring PO. We will update the Price Estimate field to reflect $30,000. When finished, click Save.



The value of this PO line has been increased to $30,000.

Repeat these steps to adjust any additional PO lines. Review your work, then scroll to the top of the change request and click Submit Request in the upper-right hand corner to submit the document. Once submitted, you will no longer be able to edit the document.



Update Funding Accounts Change requests do not impact invoices which already exist in BUY.IU. A change request can be completed to correct funding of future invoices. Review the When to Reject or Cancel an Invoice documentation to learn more about when

rejecting invoices with incorrect funding is appropriate.

Navigate to the Accounting Codes section in the left-hand menu.

In our example, we originally used account 1915001 but account 2310818 should have been used. Select edit in the upper right-hand corner to make changes.

https://purchasing.iu.edu/buying/doc/BUY.IU-When-to-Reject-Cancel-Invoice.pdf



Next, click Select from all values… under the Account-SubAccount field to search for the correct account number. This also updates the Org field associated with that account. Alternatively, you may type the new account number in the Account-SubAccount field. Remember, the Org field must be updated to reflect the Org associated with the account. Click Save.

Funding information can be entered at the header or line item level.

If information is entered in both places, funding information entered at the line item level overrides that in the header. Be sure to review line item level funding to see if any changes are needed.

Click edit at the line item level to edit line item funding



When all edits are complete, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.

Add or Reduce Quantity Amounts It is not possible to submit a change request on a PO that has been fully invoiced by quantity. In this situation a new

requisition must be submitted. Changes to an order should be communicated to the supplier directly. BUY.IU will not automatically distribute a new PO.

In the change request summary page, scroll down to the Lines Section. Click more info… next to the Product Description of the line item that needs updated.



A new window opens. In the Quantity field, enter the value the PO line should reflect. You can increase or decrease the quantity.

Enter the total quantity needed for the line item, not the number by which you are increasing or decreasing the order.

In this example, we originally ordered 15 buckets of paint but need to increase the order by 10 for a total quantity of 25. We will enter “25” in the Quantity field. Click Save to apply your changes.

The document updates to reflect the new quantity. Scroll down to the Lines Section to review your changes. Repeat these steps to adjust any additional PO lines.



Review your work. When all edits are complete, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.

Remember: BUY.IU will not automatically distribute a new PO to the supplier. Purchasing can distribute an updated PO to the supplier, when available. Log a comment on the document to request this action and notify your supplier of the

changes to your order.

Convert a One-time Order to a Recurring Order One-time and recurring orders have different receipt requirements and invoice approval processes. If the Recurring Payments section of the order was not completed, BUY.IU assumes the order will be used one time. A change request can be used to convert a one-time order to a recurring order.

If the original PO was setup as a one-time order whose value was $5,000 or more, BUY.IU will continue to send receipt notifications to the PO owner based on one-time order requirements. This is a system error and no action is required.

In this example, we intended to create a recurring order but did not complete the Recurring Payments section of the requisition. This information must be added.

Navigate to the Recurring Payments section of the change request, located in the left-hand menu.



Next, click edit in the upper right-hand corner.

Check the box under Recurring Payment? and complete the Type of Recurring Payment and PO Date fields. Click Select from all values… under a field to view a drop-down list of options. If a previous PO number is available, enter that information in the Previous PO# field. Click Save when finished.

The document updates to reflect your changes. When all edits are complete, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.



Adjust Recurring PO Dates Recurring purchase orders are used over an established period. If the PO will be in use longer than intended, the dates on the recurring order should be updated.

In this example, updating the plumbing in the Poplars Building is taking longer than anticipated and we need to extend the end date on our PO.

Navigate to the Recurring Payments section of the change request, located in the left-hand menu.

Next, click edit in the upper right-hand corner.

Update the PO dates by updating the PO Begin or End Date month, day, and/or year. Type the new information in the field(s) or click Select from all values… to choose from a list of options. When finished click Save.

In this example, the original end date of October 31st will be updated to December 31st.



The document updates to reflect your changes. When all edits are complete, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.

Add Line Items BUY.IU does not automatically distribute a new PO to the supplier or notify them of changes to the order. Purchasing

can distribute an updated Non-Catalog PO to the supplier when it is available. Log a comment on the document to request this action and notify your supplier of the changes to your order.

To add a line item, scroll down to the Lines Section of the change request Summary Page and select Add non-catalog item for this supplier…

Under Product Description describe the item(s) being added to the order. Enter values in the Quantity and Price Estimate fields and update the Packaging field if necessary. In this example, we are adding a line item for paint roller covers.



You can add additional line items by selecting Save and Add Another and repeating the steps outlined above. Select Save and Close when all lines are added. Here, we are only adding one line item, so we will select Save and Close.

The document refreshes to reflect your updates. A commodity code must be added to ensure proper document routing. Scroll down to the Lines Section of the change request Summary Page and select Edit.

A window opens. If you know the commodity code which applies to these items, type it in the Commodity Code field. Otherwise, click the magnifying glass next to the Commodity Code field to search a code.

Clicking the magnifying glass results in a new search window. Enter a commodity code prefix in the Codes starts with… field or a keyword associated with the commodity code in the Description contains… field and click Search. Click select next to the commodity code you wish to use.



In this example, we’ll use the same commodity code as was used on the previous PO lines and entered “MRO56” in the Commodity Code field. Click Save.

The page refreshes to show all line items.



Review each line item and when finished, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.

Remove Line Items BUY.IU does not automatically distribute a new PO to the supplier or notify them of changes to the order. Purchasing

can distribute an updated Non-Catalog PO to the supplier when it is available. Log a comment on the document to request this action and notify your supplier of the changes to your order.

To remove a line item, scroll down to the Lines Section of the change request Summary Page. Locate the line item you wish to remove and check the box next to the edit button.



Next, select Cancel Selected Items from the Selected Line Item Actions drop-down menu.

A window opens. Describe why the line item is being cancelled and click Cancel Selected Items.

The page will refresh and show a symbol next to the Product Description indicating that the line item has been canceled. The line item will continue to be visible on the PO, but is no longer an active part of the order.



When all edits are complete, click Submit Request in the top right corner of the page to submit the change request. Once submitted, you will no longer be able to edit the document.

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The Office of Procurement Services Completing a Change ...2021/03/25 · Submitting a change request does not automatically send a new PO to the supplier. If the supplier needs a