Change requests do not impact funding on invoices that already exist in BUY.IU. Change requests only correct the funding of future invoices.
To initiate a change request document, open the purchase order (PO) and click the three dots next to the help icon. Select Create Change Request from the displayed options.
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 Purchasing send the new PO be sent in the comments. Purchasing will distribute the new PO to the supplier when it's available.
Notify others of the change request by clicking add email recipient… 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 should be ignored.
When all information is entered, click Create Change Request.
The change request document opens. Click the eye icon and select View Line Items Only to jump to that section.
In our example, we originally used account 1915030 but account 1911300 should have been used. Select the pencil icon in the upper right-hand corner of the section to make changes.
Next, begin typing the funding account in the Account-SubAccount field. This dynamic search will auto populate with account numbers including that series of numbers. Select the appropriate account. This also updates the Org field associated with that account. Click Save.
If you see the message "Values vary by line. Copy to other lines" in the Accounting Codes section, as pictured below, funding information varies at the line item level. Click Copy to other lines to apply your accounting changes to all PO lines.
Update accounting information at the line item level.
Scroll to the bottom of the change request to reach the PO lines section. Click the three dots next to packaging information for the line item you wish to update and selecting Accounting Codes.
The Accounting Codes section opens in a new window. Update the funding information as outlined in the instructions above.
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.
Once submitted, the page refreshes with a confirmation message stating the document was successfully submitted.
