Overview

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This article teaches how to create a Change Order (C/O) on an existing Purchase Order (PO), and also how to decipher when to complete this process instead of issuing a new Purchase Order.

Essential Information

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• If the PO has Closed or Finally Closed status you cannot complete a C/O to the PO.
• A C/O can be used for the following regardless of invoices applied on the PO:
  
  • Increasing funds such as Price and Quantity
    
    • Price can be edited on Amount Based Orders
    • Quantity can be edited on Quantity Based Orders
  • Adding new lines
  • Adding additional documentation
  • Cancel lines without invoices
  • Change/reassign Requestor
• Submit a Buyer Initiated C/O Request via a S&S tickets if the following applies:
  
  • Distribution Fields (DFF) changes such as Research Equipment
  • AP has cancelled the invoice and requested a Buyer Initiated C/O 
  • If invoices were paid and more invoices are expected: COA/POETAF 
    
    • To correct Invoices that have already been paid on the incorrect POET or chart string, a Cost Transfer will need to be processed (KB0033457: How to Initiate a Full or Partial Cost Transfer in Oracle PPM).
• C/O cannot be processed for the following changes:
  
  • Reducing the PO to close or cancel the remaining commitment: Request to Close a PO
  • Correcting the supplier on the PO
  • Change Orders are not allowed for cXML, Advanced Search, Punchout Orders, or Recharge Suppliers (e.g. STORE, CORE, Transportation)
    
    • Contact the Supplier directly to Cancel or Change the Order
  • Room Number
    
    • Contact the Supplier directly to provide the correct room number
  • Header fields such as cart description
  • Marketplace POs starting with 9
  • Purchasing Category: How to Add a Line to an Existing Purchase Order
• A new or revised Statement of Work (SOW) needs to be attached may need a new PO.
• The process for changing POET information on an Oracle Purchase Order (PO) is available here: KB0032957: How to Create a Change Order to Edit POET Information.
• Only the Requisition owner or the user who enters the Requisition can initiate a Change Order.
  
  • You can reassign the Requisition if the original owner is not available (KB0032108: How to Assign a Shopping Cart or Requisition in Oracle Procurement).

Video Summary

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• Video: How to Create a PO Change Order
• Script: How to Create a PO Change Order Script

Next Steps

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Navigate to the Requisition

1. Go here
2. Click Company Single Sign-On.
3. Click Procure to Pay
4. Click Purchase Requisitions
5. Click Manage Requisitions
6. Search for the requisition and click on it.
   
   1. For guidance on how to use Manage Requisitions, refer to the KB0032064: Introduction to Oracle Procurement.

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Editing a Purchase Order 

1. From the Requisition document, click on Actions then Edit Order.
2. The top half of the request form can be edited by clicking the pencil icon next to a line item.
   1. For orders with multiple POs issued select the desired line and click the pencil icon to edit that line.
3. On the Lines tab of the change order screen, you can edit the Price and Quantity of your order if you’ve ordered with a request form.
4. The lower half of a request form can be edited by clicking on the attachment next to the line item and downloading the text file referencing the additional form information.
   1. Edit the information on the text file
   2. Delete the original file
   3. Attach the new text file
5. Cancel lines by selecting the line you wish to cancel and selecting Cancel Line from the actions menu. Repeat this action on each line you wish to cancel.
   1. Only items which have not been invoiced can be canceled.
6. On the Distributions tab you can edit the charge account associated with each line.
   1. New split charges can be created by clicking the two arrows and then the split icon.
   2. Changes to the charge account can only be made via this method if no invoices have been processed against the line.
   3. You can also edit the distribution fields by scrolling to the right.

Complete and Submit the Form

1. Once completed, at the top right of the page, click Add to Cart.
2. At the top right, click the Shopping Cart icon, then Review to begin the submission process.
   1. For guidance on the Checkout process, please refer to KB0032058: How to Checkout in Oracle Procurement.
3. For orders over 100K please add a new SSPRFJ within the Attachments section
4. Once you’ve finished with your changes, enter a summary of changes in the Description field at the top and click Submit. Please ensure this description is succinct and helpful as it will be visible on the Purchase Order page and sent to the supplier.
5. Change orders will be routed by the financial unit approver if the total of the PO is above the purchasing authority of the PO requisitioner KB0032242: How to Look Up User Roles in Oracle
6. Change orders will be routed by the buyer if the total of the PO is above $10,000, or if a high-risk purchasing category is used.

The changes you make will reflect only on the purchase order, and you will be copied on the revised PO sent to the supplier once the changes are finalized. Refer to our How to Check the Status of a Purchase Order Change Order KBA for instructions on determining when the change order has been approved.

Supplemental Guides

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• Buying Goods & Services Playlist
• KB0032957: How to Create a Change Order to Edit POET Information
• KB0033424: How to Lift PO Commitments in OFC
• KB0033425: How to Cancel a Purchase Order in Oracle Procurement
• KB0033516: How to Check the Status of a Purchase Order Change Order
• KB0033514: How to Edit the Period of Performance on a Purchase Order
• KB0034098: How to Change the Requester on a Purchase Order
• KB0034363: How to Add a Line to an Existing Purchase Order