What is a change request?
A change request is used to amend a completed purchase order (PO). Amendments may include adding funds, changing funding accounts, or adding line items to the PO.
Who initiates change requests?
Change requests are initiated by department users. Every BUY.IU user has the ability to initiate and submit a change request. Once submitted, the change request routes for approval by the department’s fiscal approvers, then by Purchasing staff.
When should I initiate a change request?
As soon as you know edits are are needed to a PO, submit a 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.
I don’t have the option to initiate a change request. Why?
There are a couple reasons you may not be able to initiate a change request:
- The PO is closed. Change requests cannot be completed on soft or fully closed POs. Log a comment on the PO and request Purchasing re-open the PO. Add the email recipient “askpur@iu.edu” to reach the Purchasing team.
- A change request is already enroute. BUY.IU only allows one change request to route at a time. This includes draft, pending, and enroute change requests. Visit the Change Request section of the PO to see all change requests and their statuses.
Should I wait to approve an invoice if the PO needs a change request first?
Not necessarily. You may approve the invoice to ensure the supplier is paid in a timely manner. Submit the change request immediately after approving the invoice.
Purchasing reviews all Match Exception invoices after the department. If a change request is needed and has not been initiated, Purchasing holds the invoice until the action is completed. This ensures the PO is updated for future invoices.
I need help with a change request. Who do I contact?
First, review the Change Request Resource Center for additional guidance on when a change request is needed and step-by-step instructions on how to complete one in a variety of situations. If you have additional questions, submit a Support Form and a member of the Purchasing team will assist you.