Requesting Changes to a Purchase Order

Changes to a 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 applicable Drexel University policies, including but not limited to the Purchasing Policy. Not every PO can be changed (e.g., POs closed in previous fiscal years) 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.

A change order can be submitted from the purchase order. It will create a new version of the purchase requisition and route through approvals before the purchase order is updated.

Please note that encumbrances will be closed in regularly scheduled batch closeouts. If a PO cannot be closed, Procurement Services will initiate contact through email with additional details.

Decreasing a Purchase Order

To request the release of encumbered funds on a PO, complete the PO Change Order Request Form via SAP Ariba, selecting the "Decrease" option. This process only applies where final invoice payment has NOT been made and there are remaining funds encumbered by the PO.

Purchase Order Closure

Requesters have the ability to close out their own purchase orders in SAP Ariba. Sourcing can also assist with PO closures, with requests sent to sourcing@drexel.edu. POs should only be closed when final invoice payment has been made and any remaining funds are no longer needed.

Accounting Changes

Changing cost centers associated with a PO is not possible at this time. However, when a PO has not been fully invoiced and a change in funding source or cost center is necessary, closure of the PO and re-creation of a new PO for all amounts which have not yet been invoiced is required.

For changes to POs that have already been closed out, please work with General Accounting or Research Accounting, as applicable, to submit transaction correction journal entries.