Purchase Order Amendments, also known as Revisions, can be made by anyone in the Requestor and/or Approver roles. The POA will route through the same approval workflow as a requisition. Reasons for creating a POA could include, changing the price or the quantity on a line item, or adding an additional line on a non-catalog PO. This requires going back to the original non-catalog form that created the requisition for the PO.
You cannot change a supplier on a Purchase Order. If you need to change a supplier, you will need to submit a new requisition and close the current PO.
Table of Contents
Find and Open the Purchase Order
The POA will follow similar approval workflow as a requisition. Search for the PO number you need to change either by navigating to the Document Search page or directly in the Search field at the top of the page.
Making Changes to the Summary Tab
Changing the quantity or price of items on the Line Item of the PO requires going back to the Non-Catalog Form, which is described in the next two sections. Also, DO NOT change quantity to zero as this will create an error during workflow.
Once you are in the PO, select the Summary tab. You can edit any field where the pencil edit button exists. In each section that you edit, be sure to click the Save button before continuing.
After making changes, you will see that the PO Revision No. has a notification stating that there have been edits made since the last revision. To complete your revision, select the 3 dot ellipses menu and choose Finalize Revision.
Making Line Item Changes to a PO from a Non-Catalog Goods & Services Form
Scroll down to the Line Item Details at the bottom of the PO. If the PO is from a Blanket Order form, as shown in this example, you will only see the product description.
Scroll down to the Line Item Details at the bottom of the PO. If the PO is from a Non-Catalog Goods & Services form, as shown in this example, it will be clearly indicated as shown here. In the Line Item Details section, click on the Non-Catalog Goods & Services link.
Back in the Form, click on the page you need to update such as Goods or Services.
Notice the < Back to Purchase Order link in the upper left corner. This is how you will return to your PO after making changes.
Change the Unit Price or the Quantity in the appropriate field. When done, click on the Save Progress button to save your changes. Then click on the < Back to Purchase Order link in the upper left corner to return to the PO with your new changes.
Do NOT use the Add to Cart button when editing the Goods & Services Form. Always use the < Back to Purchase Order link in the upper left corner to return to the PO. Also, DO NOT change quantity to zero as this will create an error during workflow.
Be sure to add the commodity code if you added a new line. Click on the pencil edit icon.
Type in the commodity code or use the magnifying glass to search for one. Then click Save.
If your item is from a catalog, making item changes such as a dollar amount or quantity change to the PO is NOT allowed. If the item is a Disbursement Voucher no changes are allowed.
Making Line Item Changes to a PO from a Non-Catalog Blanket Order Form
Scroll down to the Line Item Details at the bottom of the PO. If the PO is from a Blanket Order form, as shown in this example, you will only see the product description. Click on the Product Description or the link.
The Blanket Order window will open up. Make the desired changes to the Blanket Order form. You can change the
Product Description
Blanket Amount, or
The Commodity Code.
When done, click Save and then the Close button to close the Blanket Order window.
Back in the PO, confirm that the changes are displayed correctly in the Line Item Details section.
Adding a Line Item to a PO from a Non-Catalog Blanket Order Form
Scroll down to the Line Item Details at the bottom of the PO. Blanket Order forms will only display the product description. Click on the Product Description link.
The Blanket Order window will open up. Make the desired changes to the Blanket Order form. You can change the
Product Description
Blanket Amount, or
The Commodity Code
When done, click Save and then the Close button to close the Blanket Order window.
Click on the dropdown menu, choose Add to PO Revision.
Type the PO you would like to revise in the search box that appears. Click Add Filter. Then click the + symbol to the right to add the new line to the selected PO.
You will be directed back to the Blanket Order form. Notice the success message. Now you can close the window.
Back in the PO, confirm that the changes are displayed correctly in the Line Item Status section.
Finalize the Revisions
Verify that the changes are reflected correctly in the PO. When you are done editing, go to the 3 dot ellipsis menu at the top right of the PO, and select Finalize Revision from the list.
In the popup text box that appears, it is very important to specify what changed AND the reason for the change. Click Save when done. The PO is placed in workflow and the revision document will be created during distribution.
To view Approvals go to the Status sidebar and view the What’s Next? section.
Click on the Revisions tab to see all of the revisions on the PO.
