PROCUREMENT PURCHASE ORDER CHANGE FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORMS
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

The Procurement Purchase Order Change Form provides a consistent means for a Business Area to notify Central Procurement that a Purchase Order or Shopping Cart must be revised or follow-up actions must be taken.

GENERAL INFORMATION

This form does not allow for Purchase Order increase requests. Purchase Order increases need to continue to be added via the PSUbuy (formerly Shop OnLion) shopping process. Please review Shopping Cart steps or SIMBA Procurement Learning Path for more information.

All Cost Objects and Grants on the PO requested for change must be open and available for posting for the adjustments to be completed. Please verify grant status and cost object data before submitting the change request to the Office of Central Procurement.

Please be aware that Procurement cannot make Modifications to Cost Objects (Cost Center/Internal Order) or Cancel Purchase Orders if follow-on documents such as invoices or goods confirmations have posted to the line-item.

Purchase Orders where all ordered quantities have been received or invoiced cannot be modified.

If any line-item account assignment is an asset, the Purchase Order needs to be paid in full and then a SIMBA Asset Transfer and Retirement form completed to change the budget. The SIMBA asset number (found on the Purchase Order) is needed to complete the SIMBA Asset Transfer and Retirement form.

EXHIBIT AND INSTRUCTIONS

There is no associated exhibit.

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for full details.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

Where to Send Completed Form:

The completed form is submitted electronically.

Contact Information:

For questions or additional details, contact the Office of Central Procurement by submitting a Procurement Assistance Request electronic form.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility

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