Getting ready to initiate a change request? Detailed comments are essential to making your document a smashing success. Change requests that do not contain enough detail will be delayed, require additional review, and may be rejected.
The first step in initiating a change request is logging a comment and explaining the reason for the request. The details entered here should describe what changes are being made, why, and summarize what the purchase order (PO) will reflect after the changes are implemented. The goal is to leave a comment that an independent person, such as an auditor or a member of the Purchasing team, will understand without knowing the full background of the order.
For example, let’s say we need to increase funding on a PO for the next fiscal year. A good comment to leave in this situation would look something like this:
Adding $5,000 worth of funds for fiscal year 25. PO total will increase from $5,000 to $10,000. This increase is meant to cover expenses for the second year of this agreement per the established contract. The Recurring Payment section has also been updated to reflect a PO End Date of 6/30/2025.
This comment clearly defines the changes being requested (funds being added and PO End Date being updated) as well as why the changes are being requested (to account for FY25 activity).
In addition to a detailed comment, it’s helpful to upload supporting documentation. Anything that helps paint a complete picture of the edits requested.
Remember, the processing of change requests that do not contain enough detail will be delayed, or ultimately may be rejected and resubmitted. It’s not possible to copy a change request, so a rejected document means starting over. When it comes to comments, the more details the better. Details help approvers understand what is being requested and simplify the review process.
Learn more about change requests in the Change Request resource center.