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When to use 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.
When NOT to use a change request
If the edits below are necessary, the existing PO should be closed and a new order established:
- Supplier on the PO is incorrect and needs changed.
- Fully matched, or fully invoiced, line items require edits.
- Supplier fulfillment address is incorrect.
- Internal or External Notes logged at the header level of the PO require edits.
- Check request form information is incorrect.
Change request entry and timing
Previous change requests cannot be copied. As soon as you know edits are needed to a PO, submit a new 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.
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.
Other 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.
- Review line item descriptions carefully. When the change request document is initiated only those items eligible for amendment (those that are not fully matched or fully invoiced) will populate. For example, a PO contains two lines, but PO line 1 is fully matched. Line 1 will not appear on a change request because it cannot be edited. When the change request document merges back with the PO after approval, the edits will merge with the corresponding line item on the PO document.
- 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.