PURCHASE ORDER CHANGE FORM INSTRUCTIONS
Systems and Procedures
A Division of The Corporate Controller's Office
IN
Last Revision: 07/01/2020

PURCHASE ORDER CHANGE

Form Instructions

  1. Enter the purchase order number (4xxxxxxxxx) to be changed If the change is to a shopping cart, proceed to shopping cart field
  2. Enter the shopping cart number to be changed
  3. Enter the supplier used on the original purchase order/shopping cart
  4. Enter the fiscal year in which the purchase order/shopping cart was created
  5. Select the date this form is being completed
  6. Enter the name of the individual requesting the changes
  7. Enter the phone number of the individual making this request
  8. Enter the Penn State email address of the individual making this request

  9. NOTE: All Cost Objects on the PO requested for change must be open and available for posting in order for the adjustments to be completed. Please verify before submitting the change request to the Office of Central Procurement.

    Depending on the desired action, please follow the instructions for step 9 OR step 10 below (only one of these steps is required):

  10. A request to decrease or for a budgetary modification(s) requires further action. Make your selection by checking the desired action (only one action may be performed per Purchase Order Change Form). Proceed to steps 11 - 16
  11. A request to close or cancel requires no further action. Make your selection by checking the appropriate action, then proceed to steps 14 -16.
  12. Complete this section for decreases in encumbrance. This information must be entered beginning with the topmost portion of the section. This is a table with eight columns and three rows:
    1. Column 1 - Line Item - Enter the line item number from the original PO or Shopping Cart to be decreased
    2. Column 2 - Select the Cost Object Type from the drop-down list. Options include:
      • Cost Center
      • Internal Order
      • Work Breakdown Structure
    3. Column 3 - Cost Object Number - Enter the Cost Object Number for the decrease
    4. Column 4 - General Ledger (GL) Number - Enter the GL account number for the decrease
    5. Column 5 - Business Area # - Enter the 4 digit Business Area number for the decrease
    6. Column 6 - Grant Number - Enter the 6 digit Grant Number (if applicable) for the decrease
    7. Column 7 - Current Amount - Enter the dollar amount currently encumbered on the order
    8. Column 8 - Amount to Decrease - Enter the amount of the decrease. A decrease must begin with a minus sign. A decrease cannot be for more than the Current Order Amount
    9. Column 9 - New Amount - This is a calculated field. No entry necessary. This calculation cannot result in a negative number. A decrease cannot be greater than the Current Amount. If a negative number appears, re-enter the amount in the prior column
  13. Complete the BUDGETARY MODICIATIONS section for changing the budgetary distribution of an outstanding purchase order. Indicate the original budgetary information in the "FROM" section, then add the requested changes to the "TO" section. Budget transfers may be for entire Purchase Order or for single line items (as long as invoices have not been paid). The total amount entered in the "FROM" box must equal that of the "TO" box.
    NOTE: The cost object cannot be changed. Both the "FROM" and "TO" rows must be completed.
    This is a table with eight columns and six rows:

    "FROM" Row

    1. Column 1 - FROM Cost Object Type - Select the Cost Object Type from the drop-down list. Options include:
      • Cost Center
      • Internal Order
      • Work Breakdown Structure
    2. Column 2 - FROM Cost Object # - Enter the Cost Object Number to be modified as charged on the original purchase order or shopping cart
    3. Column 3 - FROM GL Account # - Enter the 8 digit General Ledger Account Number as charged on the original purchase order or shopping cart.
    4. Column 4 - FROM Business Area # - Enter the 4 digit Business Area Number to be modified as charged on the original purchase order or shopping cart
    5. Column 5 - FROM Grant # - Enter the 6 digit Grant Number (if appropriate) as charged on the original purchase order or shopping cart
    6. Column 6 - FROM Project # - Enter the Project Number (if applicable) as charged on the original purchase order or shopping cart
    7. Column 7 - FROM Clarify Amount - Enter the Total Amount being transferred as charged on the original purchase order or shopping cart

    "TO" Row

    1. Column 1 - TO Cost Object Type - Select the Cost Object Type from the drop-down list. Options include:
      • Cost Center
      • Internal Order
      • Work Breakdown Structure
    2. Column 2 - TO Cost Object # - Enter the Cost Object Number to be charged on the modified purchase order or shopping cart
    3. Column 3 - TO GL Account # - Enter the 8 digit General Ledger Account number to be charged on the modified purchase order or shopping cart
    4. Column 4 - TO Business Area # - Enter 4 digit the Business Area Number to be charged on the modified purchase order or shopping cart
    5. Column 5 - TO Grant # - Enter the 6 digit Grant Number (if applicable) to be charged on the modified purchase order or shopping cart
    6. Column 6 - TO Project Number - Enter the Project Number to be charged on the modified purchase order or shopping cart
    7. Column 7 - TO Clarify Amount - Enter the Total Amount to be charged on the modified purchase order or shopping cart. The FROM and TO amounts must match

  14. Justification - The justification section must include specific details such as line item, budgetary information, why the decrease was not anticipated, etc., to provide a justification for the actions being requested
  15. Both steps 9 and 10 require Budget Administrator/Budget Executive approval (in accordance with Policy FN18 University Approval Authorization Policy):
    • Enter the name of the Budget Administrator (or delegate) or Budget Executive (or delegate) approving this request
    • The Budget Administrator (or delegate) or Budget Executive (or delegate) must provide either a hand-written signature or provide their digital ID
    • If a hand-written signature is provided, enter the date the form was signed. If a digital ID provided, skip this field
  16. Both steps 9 and 10 require the Financial Officer approval (in accordance with Policy FN18 University Approval Authorization Policy):
    • Enter the name of the Business Area Financial Officer (or delegate) approving this request
    • The Business Area Financial Officer (or delegate) must provide either a hand-written signature or provide their digital ID
    • If a hand-written signature provided, enter the date the form was signed. If a digital ID provided, skip this field
  17. After completing the Purchase Order Change Form, rename the file to be uploaded as "POCF[PO#]" (i.e., POCF4100000123,) attach and send via email to purchasing@psu.edu, referencing the shopping cart or PO number in the subject line of the email (e.g. POCF4100000123)
Image of Purchase Order Change Form