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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Use the table below to determine if a C/O is the right tool for your specific goal. 

If you need to...	Use this Method	Does the Supplier get notified?	Guidance
▪️Increase price on Amount Based Orders ▪️Increase quantity on Quantity Based Orders ▪️Cancel lines without invoices  ▪️Change/reassign Requester	Self- Initated C/O	Yes	Proceed to Next Steps within this KBA
▪️Adding next year of funding on a multiyear, federally-funded PO. ▪️Changing the COA or POETAF information on the PO. ▪️Missing charge on the original PO to close PO.   ▪️The incorrect form was used on the original PO.	Add a line to the existing PO	Yes	How to Add a Line to an Existing Puchase Order
▪️Change Distribution Fields (DFF), such as Research Equipment	Buyer Initiated C/O	Yes	Submit a Services & Support case
▪️Reduce the PO to close  ▪️Cancel the remaining commitment	Request to Close PO	No	How to Close Purchase Orders in Oracle Procurement
▪️Fix a paid invoice on the wrong project	Cost Transfer (PPM)	No	How to Initiate a Full or Partial Cost Transfer in Oracle PPM
▪️Cancel or change the order for punchout suppliers  ▪️Change the room number	Contact the Supplier directly	N/A
▪️Change the Supplier ▪️Add a new or revised Statement of Work (SOW)	Request to Close PO  and  Create New PO	Yes (when new PO is issued)	How to Close Purchase Orders in Oracle Procurement How to Checkout in Oracle Procurement

🛑Limitations

• Status Check: You cannot edit a PO that is Closed or Finally Closed, a new PO will need to be created 
  • Need help checking out? Use our How to Checkout in Oracle Procurement KBA
    
    
• Order Type: C/O are not allowed for punchout orders or Recharge Suppliers (STORE, CORE, etc.)
  • Need to cancel or change your order? Contact the supplier directly!
    
    
• Ownership: Only the requisitioner (the person who submitted the cart) can initiate a C/O
  • Need to change the requisitoner? You can reassign the requisiton using our  How to Assign a Shopping Cart or Requisition in Oracle Procurement KBA

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 (New)
5. Click My Requisitions
6. Search for the requisition and click on the hyperlink.
   
   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 Edit at the top of the page.
   1. For orders with multiple POs issued select the desired line and click the Three Dots icon and then Edit to edit that line.
2. 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.
3. 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
4. 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.
5. 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 Submit.
   1. For guidance on the Checkout process, please refer to KB0032058: How to Checkout in Oracle Procurement.
2. For orders over 100K please add a new SSPRFJ within the Attachments section
3. 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.
4. 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
5. 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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• 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