Purchase Order Changes and Cancellations
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.
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.
Increasing a Purchase Order
To request an increase to a Smart Source PO, Uxxxxxxx, complete the PO Change Order Request Form in Smart Source (accessed via the Employee tab in DrexelOne), and select the "Increase Quantity or Cost of Item" option as the Type of Change.
Please note that quote/bid requirements are also determined by order totals, therefore, increases to a PO may require new or additional bids. Requested changes to the scope of a PO may require a new requisition to be submitted in Smart Source.
Decreasing a Purchase Order
To request the release of encumbered funds on a PO, complete the PO Change Order Request Form via Smart Source, 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
To request the release of encumbered funds on a PO to be closed, please send an email requesting such action to email@example.com. Please include all applicable PO numbers. This process only applies where the final invoice payment has been made and there are remaining funds encumbered by the PO to be closed.
For example, a PO has been issued for a $100,000 purchase. The services have been fully performed at a final cost of $90,000 and the final invoice has been paid. In order to release the $10,000 remaining encumbrance and close the PO, the above process applies.
Purchase Order Cancellation
Cancellation applies when the PO has not been invoiced, product has not yet been received, or, if received, it has been returned to the vendor and all associated restocking fees have been paid.
To completely cancel a PO, please send an email requesting cancellation and listing the PO number(s) to be cancelled to firstname.lastname@example.org.
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 (see above) and re-creation of the PO for all amounts which have not yet been invoiced is possible upon request. Complete the PO Change Order Request Form via Smart Source, selecting the "PO Close/Cancel" option.
For changes to POs which have already been closed out, please work with General Accounting or Research Accounting, as applicable, to submit transaction correction journal entries.