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

PURCHASE ORDER CHANGE FORM

Table of Contents:


Use of Google Chrome Required:

NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned along with the request to use the Chrome version of the form.

Purpose:

The 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:

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.

If an item is canceled and later determined the item is needed, process a new Purchase Order request or obtain through Shop OnLion.

Exhibit and Instructions:

This form has fill-and-print form fields and digital IDs (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Document to PDF Documents for details. See Applying Digital IDs on PDFS for instructions on adding signatures.

For step-by-step instructions for completing the Purchase Order Change Form, click on link below:

Purchase Order Change Form 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 Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document:

Option 2 - To change system settings to always open documents with Adobe:

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined (each file name must be different from the previous)

Applying Digital IDs on PDFs (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. Complete all fill-and-print form fields before completing the signature process:

  1. Open the Purchase Order Change Form
  2. Complete all fill-and-print fields
  3. Once the form is complete, click in the signature form field and either:
    • select your digital ID and click continue, or
    • create your digital ID, select your digital ID, and click continue
  4. Review the information in the appearance box and click sign
  5. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • The file name pop-up window will contain the name "purchase-order-change-form-SIMBA" in the file name field, change the name to POCF and add the Purchase Order number (i.e., POCF4100000123)
    • choose a location to save the file where you will be able to locate/retrieve this saved version
    • click save
  6. Close the form version appearing on your screen
  7. Open the version saved in the previous step
  8. Verify the digital ID appears on the document
  9. Close the document

Applying Digital ID's When Document Contains Multiple Signatures:

The Purchase Order Change Form requires multiple signatures. Please complete the following process for obtaining those signatures:

  1. The form initiator completes and saves the form using the naming convention defined above
  2. The form initiator sends an email, with the above referenced document as an attachment, to the Budget Administrator (or delegate) or Budget Executive (or delegate) for initial approval (see Policy FN18 University Approval Authorization for approval dollar thresholds)
  3. The Budget Administrator (or delegate) or Budget Executive (or delegate) opens the attachment, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
  4. The Budget Administrator (or delegate) or Budget Executive (or delegate) sends an email, with the above referenced document as an attachment, to the Business Area Financial Officer (or delegate) for approval (see Policy FN18 University Approval Authorization for approval dollar thresholds)
  5. The Business Area Financial Officer (or delegate) opens the attachment, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
  6. The Business Area Financial Officer (or delegate) sends an email, with the above referenced document as an attachment, to purchasing@psu.edu, referencing the shopping cart or PO number in the subject line of the email

Clearing Fill-and-Print Form Fields:

This form has the "Clear Form" Bookmark enabled. To clear ALL form field entries:

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Purchase Order Change Form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original Central Procurement End of fiscal year +7 years Paper Document = Secure Bin disposal or shredded

Electronic document and data = delete from computer and empty computer recycle bin
Transitory* copies

(Copies created during the digital ID process)
- - - - - Upon verification of document processed by Central Procurement - End of fiscal year +1 year Paper Document = Secure Bin disposal or shredded

Electronic document and data = delete from computer and empty computer recycle bin

*Transitory copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule.

Where to Send Completed Form:

After completing Purchase Order Change Form, rename the file to be uploaded as "POCF[PO#]" (i.e., POCF4100000123), attach and sent via email to purchasing@psu.edu, referencing the shopping cart or PO number in the subject line of the email (e.g., 4100000123).

Contact Information:

For questions, additional details, or to request changes to this form, contact Office of Central Procurement.

Cross References:


(24Mar2022)