Purchase Order Amendments (POAs)

Owned by Nehal Gupta
Last updated: Nov 15, 2024 by Jeremiah Macht
6 min read

Purchase Order Amendments, also known as Revisions, can be made by anyone in the Requestor and/or Approver roles (Shopper role does not allow for POAs). The POA will route through the similar 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.

POA’s do not automatically get sent to the supplier like the original PO does. If you need to send the supplier an updated copy of the PO, you must do so manually. For more information about this visit https://kb.uconn.edu/space/FPB/26977173607.

Table of Contents

Find and Open the Purchase Order

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.

Screenshot 2024-05-30 at 2.38.48 PM.png

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 (or leave blank) as this will create an error during workflow.

  1. Once you are in the PO, select the Summary tab. You can edit any field where the pencil edit button is displayed. In each section that you edit, be sure to click the Save button before continuing.

Screenshot 2024-05-30 at 2.40.40 PM.png

  1. 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 on a Non-Catalog Goods & Services Form

  1. 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.

  1. 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.

  2. Back in the Form, click on the page you need to update such as Goods or Services.

  1. 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.

  1. Be sure to add the commodity code if you added a new line. Click on the pencil edit icon.

  1. Type in the commodity code or use the magnifying glass to search for one. Then click Save.

Making Line Item Changes to a PO from a Non-Catalog Blanket Order Form

  1. 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.

  1. The Blanket Order window will open up. Make the desired changes to the Blanket Order form. You can change the

    1. Product Description

    2. Blanket Amount, or

    3. The Commodity Code.

    4. When done, click Save and then the Close button to close the Blanket Order window.

  1. 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

  1. 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.

  1. The Blanket Order window will open up. Make the desired changes to the Blanket Order form. You can change the

    1. Product Description

    2. Blanket Amount

    3. The Commodity Code

    4. When done, click Save and then the Close button to close the Blanket Order window

  1. Click on the dropdown menu, choose Add to PO Revision.

  1. 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.

  1. You will be directed back to the Blanket Order form. Notice the success message. Now you can close the window.

  1. Back in the PO, confirm that the changes are displayed correctly in the Line Item Status section.

Finalize the Revisions

  1. 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.

  1. 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 upon completion.

  1. To view Approvals go to the Status sidebar and view the What’s Next? section.

  1. Click on the Revisions tab to see all of the revisions on the PO.

Related Articles