Change Orders [6/30/08]
Although a Central Buyer issues a Purchase Order (PO) and Accounts Payable personnel submit vouchers, you and your department have a collective ongoing responsibility to ensure the PO is maintained (updated and/or closed) and vouchers are valid. Here are some quick reminders on how you can effectively manage your POs:
- Run the Unpaid Voucher Report (APU113OS) via eReports.
- The Unpaid Voucher Report provides a list of unpaid vouchers within a specified date range and chartfield combinations. This report helps you track the status of your department's invoices and proactively resolve issues that prevent vouchers from being paid (match exceptions).
- Research voucher activity on the purchase order through the PO Activity Summary tool on the Procurement Inquiry Homepage. You can not reduce the amount on the purchase order below what has already been vouchered.
- Create your change order requisition with only one line (this requisition is just a formal request to change the original purchase order--the detail of changes must be communicated in the Header Comments).
- Your specific instructions on what changes need to be made to the PO serve as an audit trail.
- Your Header Comments should help explain/clarify the transaction history.
- Your initials, date and phone number should be added to each comment.
- Input the following values:
- Vendor, Category and ORG=same values that appear on the purchase order that you are updating.
- Quantity = Always equals 1.
- Line Description = Type "Change Order to PO ##########".
- Price = Equal to the total value of the order AFTER it is changed.
If you have questions about change orders, contact a central buyer in the Purchasing Department or Peg Schmidt at (614) 688-8615. Procurement procedures and job aids are available online via ASSIST including information specific to Change Orders .
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