Changes and Cancellations
Requesting Changes to a Purchase Order
Changes to a released Purchase Order (PO) are made by Procurement Services. Please do not contact the vendor directly to change or add items to an existing order. All purchases, including changes, must follow University Procurement Services policy. Not every purchase order can be changed (purchase orders closed in previous fiscal years for example) so it is important to work with Procurement Services when a PO change is needed. Please allow sufficient lead time for the change to be processed by Procurement Services.
To make changes to a released Smart Source PO, Uxxxxxxx, complete the Change Order form via Smart Source. For non Smart Source POs (Pxxxxxxx), complete a supplemental RTP and email the form to email@example.com ensuring that the form contains the following data elements:
The approved Purchase Order (PO) number that needs to be changed
Department and name of contact person
Date that the changes are being requested
In the first Product Description field, enter "CHANGE NOTICE"
Describe the change needed (quantity, price, model #, cost center change, etc.)
Current cost center number (department account number)
Signature of requestor and/or department head
If a change to a PO increases the total cost of the order, please be sure that the approval authority is appropriate for the cumulative total. Moreover, quote/bid requirements are also determined by order totals; therefore, increases to a PO may require new or additional bids. Changes to scope of a PO may result in no change being issued with direction to the department to process a new RTP via Smart Source.
Cancelling a Purchase Order
Email firstname.lastname@example.org to completely cancel a released Purchase Order providing the PO number and vendor name and reason for cancellation. If appropriate, Procurement Services will then contact the vendor on your behalf to cancel. This assumes the PO has not been invoiced, product has not yet been received or if received, it has been returned to the vendor with all associated restocking fees having been paid.