Overview

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This article teaches how to add a line to an existing Purchase Order (PO), and also how to decipher when to complete this process in lieu of issuing a new Purchase Order.

Essential Information

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• Please note, that you cannot add a line to a PO that has Closed or Finally Closed status.
• You may add a line to an existing PO when one or more of the following applies:
  
  • Adding next year of funding on a multiyear, federally-funded PO.
    • The justification field should note a continuation of service for year XYZ.
      • Example: Please add year XYZ of the Federal Grant based on the new Notice of Award attached.
  • Changing the COA or POETAF information on the PO.
    • Should be used to address AP Invoice Holds and to address errors on the COA/POETAF.
    • The justification field should note a simultaneous reduction of the original PO to what has been invoiced.
      • Example: Please add a new line with the updated COA/POETAF and reduce the line XYZ to the invoiced amount.
  • Missing charge on the original PO to close PO.
    • The justification field should note the original charge missed on the order such as Shipping, Installation, Miscellaneous Fee
      • Example: Please add a new line to pay for missing charge XYZ to close the PO.
    • Typically Shipping should not be added as a line item. For more information please see How to Reference Shipping Charges on a Requisition
  • The incorrect form was used on the original PO.
    • The justification field should note the incorrect form used and why it is important to add the new line.
      • Example: Please add a new line to correct the PO using an Amount-Based line instead of a Quantity-Based PO.
    • Refer to KB0032726: Overview of Request Forms in Oracle Procurement to review of when the amount-based versus the quantity-based form should be used.
• For Add A Line to Existing PO Change Orders that do not fit one of the above criteria, the request will be denied.
  • If a new or revised Statement of Work (SOW) needs to be attached, please instead issue a new PO.

Next Steps

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Navigate to Oracle Procurement

1. Go here
2. Click the Company Single Sign-On button.
3. Log in with your Active Directory information.
4. In Procure to Pay, click Purchase Requisitions.

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Select a Form

1. In the forms section, click one of the Add line to existing PO links.
2. If you are unsure which one to select, refer to KB0032726: Overview of Request Forms in Oracle Procurement for a review of when the amount-based versus the quantity-based form should be used.

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Complete and Submit the Form

1. Review the instructions at the top of the form and within the Attachments section for relevant tips and required attachments.
2. All fields with an asterisk are required.
3. If you have any trouble completing the request form, please refer to KB0034364: How to Order Goods and Services with Request Forms in Oracle Procurement.
4. In the Justification field, include the reason why you are requesting a new line be added to the Purchase Order.
   1. Federal Funds: Please add year XYZ of the Federal Grant based on the new Notice of Award attached.
   2. AP Invoice Holds/POETAF Issue: Please add a new line with the updated COA/POETAF and reduce the line XYZ to the invoiced amount.
   3. Missing Charge: Please add a new line to pay for missing charge XYZ to close the PO.
   4. Incorrect Form: Please add a new line to correct the PO using an Amount-Based line instead of a Quantity-Based PO.
5. Once completed, at the top right of the page, click Add to Cart.
6. At the top right, click the Shopping Cart icon, then Review to begin the submission process.
7. For guidance on the Checkout process, please refer to KB0032058: How to Checkout in Oracle Procurement.