Creating a Change Order to a Purchase Order
Purpose: Use this document as a reference for creating a change order to a PO in ctcLink.
Audience: Buyer's / Finance - Purchasing Staff
You must have at least one of these local college managed security roles:
- ZD Accounts Payable Inquiry
- ZD Purchasing Inquiry
- ZZ Purchase Order Entry
- ZZ Purchasing Approval
You must also set these User Preference Definitions:
If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.
Creating a Change Order to a PO
Navigation: Purchasing > Purchase Orders > Add/Update POs
- On the Purchase Order search page, select the Find an Existing Value tab.
- If it didn’t default, enter the business unit in the Business Unit field. Optional to enter or lookup a PO ID or search by Supplier.
- In the PO Status drop-down menu, select the "Dispatched option.
- Select Search to generate the list of dispatched POs. Select the PO that you wish to change.
- The Purchase Order page displays. Select the Change Order icon.
Note: The fields that trigger Change Order generation become available for entry.
If required, on the Maintain Purchase Order page update the Buyer in the Buyer field. A message box displays. Read the message, then select OK to acknowledge the message.
A second message box may display. Read the message, then select OK to acknowledge the message.
- The updated Purchase Order page displays. If necessary, update the PO Qty and/or Price fields.
- Select Save.
- The Reason Code page displays. Enter or lookup the appropriate reason code for their business policy and practice and enter the reason and/or justification in the comment field.
- Select the OK button.
- The Purchase Order updates to reflect the changes. View the Change Order number under the PO ID number in the top left corner of the Maintain Purchase Order page.
Depending on your local college business policies, the PO may need to go through the Approval process once again and you’ll note that the PO status goes to "Pending". If a price or amount change is completed, then the PO may need to be "Budget Checked".
Once in status of "Approved", the PO must be Dispatched.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial via Panopto
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