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Change Orders

A Change Order is Procurement Services written authority to the supplier to modify or add funds to a purchase order. Any adjustment to a Purchase Order, including cancellation, closing the PO to disencumber any remaining balance, pricing adjustments, adding or deleting items, and changing the accounting information, must be made through Procurement Services.

If you’ve completed your Requisition in Banner and have to make changes, email to request the necessary changes. The change will be incorporated into the original purchase order before complete.

Changes After the PO is Complete: e-mail, a memo addressed to the Buyer who prepared your original PO if known (check in Banner). Provide your name and phone number, the purchase order number, and request whichever of the following changes you need such as the following:

  1. Cancel your PO, possible only if no payments or invoices have been made against this PO.
  2. Close and disencumber remaining PO balance. This will free up any encumbered money that’s no longer needed to pay for this order. Once your purchase order is closed, no further payments can be made against it.
  3. Change Accounting Distribution. Include Line Item Number, Vendor Name, and all accounting information necessary to make your changes.
  4. Increase or Decrease existing PO to cover additional quantity of ordered items that you want to purchase, or decrease the number of items – or – to change the dollar amount of items due to price increase or decrease. Include each Line Item No, a brief description of the item, the quantity you want to order, and price increase or decrease for each item. Include accounting information if it will be different than original PO.