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Procurement Policies and Procedures

Change Order Procedures

Change orders are used to make specific changes to purchase orders.  Change Orders will be processed for purchase order cancellations and purchase order closings. The process will be initiated by filling out the Change Order form in BuyWays.  The form will then be routed to Procurement for processing.  The change will be done in BuyWays and Peoplesoft in order to change or delete remaining purchase order encumbrances.

Purchase Order Cancellations or Line Cancellations

  1. Enter Supplier, PO Number and Type of Change on form. 
  2. In the justification, please enter the comment  "entire order needs to be canceled" or "Line X needs to be canceled".  Also include the reason for the cancellation.
  3. Submit

Purchase Order Closings

  1. Enter Supplier, PO Number and Type of Change on form.
  2. In the justification, please enter the comment "Order paid in full. Relieve any remaining encumbrance."
  3. Submit

Other Changes

Chartfield Changes

Any changes to chartfields must be done by the department after payment is made by processing a journal correction.

Vendor Changes
  1. Copy existing purchase order to a new cart and choosing the new supplier. 
  2. In the internal notes for the new cart, enter a comment that says "This purchase order replaces original purchase order CU0000XXXX due to vendor change". 
  3. The new requisition will then route through the approvals and completed PO will go to the new vendor.
  4. A change order must be done to cancel the original order.   
Amount/Quantity Increases
  1. Enter a new requisition in BuyWays for only the increase. 
  2. In the Notes To All Suppliers, please enter the comment "This purchase order is an addition to purchase order CU0000XXXX". 
  3. The new requisition will then route through the approvals and completed PO will go to the vendor. 
Amount/Quantity Decreases
  1. Pay the invoice for the lesser amount. 
  2. Send a change order to close the purchase order. This will relieve the remaining encumbrance back to the chartfield entered on the purchase order.
Amount/Quantity Increases on Sole Source Purchase Orders
  1. Enter a new requisition in BuyWays for only the increase using the Sole Source form.. 
  2. In the Notes To All Suppliers, please enter the comment "This purchase order is an addition to purchase order CU0000XXXX".
  3. The new requisition will then route through the approvals and completed PO will go to the vendor.
  4. You MUST use a Sole Source from to ensure State reporting requirements on sole source purchases will be met.