Systems and Procedures
A Division of The Corporate Controller's Office
IN

PURCHASE ORDER CHANGE
FORM INSTRUCTIONS

Form Instructions

  1. Order Code – Enter the purchase order number to be changed as well as the PA Code (list of PA codes can be found on the Purchasing website. If requisition is to be changed, proceed to step 2.
  2. Requisition - Enter the requisition number to be changed.
  3. Supplier - Enter the supplier used on the original purchase order/requisition.
  4. FY - Enter the fiscal year in which the purchase order/requisition was created.
  5. Type - Select PO (Purchase Order) for changes to a purchase order, or select SO (Standing Order) for changes to a standing order. NOTE: Changes cannot be made to a multi-year standing order.
  6. Requested By - Enter the name of the individual requesting the changes.
  7. Date - Enter the date the POCF was completed.
  8. Phone - Enter the phone number or email of the individual making this request (REQUIRED)
  9. 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 increase, to decrease, or for a budgetary modification(s) require further action. Make your selection by checking the desired action (only one action may be performed per POCF). Proceed with steps 12 – 16. NOTE: An increase will also reopen an order within the current fiscal year.
  11. A request to close, cancel, or release wire transfer encumbrance requires no further action. Make your selection by checking the appropriate action, then proceed to step 14 -16.
  12. Complete this section for price increases or decreases. 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 to be increased or decreased.
    2. Column 2 – Enter the account string and fund number for the increase or decrease.
    3. Column 3 – Object Code – Enter the Object Code for the increase or decrease.
    4. Column 4 – Admin Area – Enter the Administrative Area for the increase or decrease.
    5. Column 5 – Government Contract String – Enter the Government Contract String for the increase or decrease.
    6. Column 6 – Current Order Amount – Enter the dollar amount currently encumbered on the order.
    7. Column 7 – Amount to Increase/Decrease – Enter the amount of the increase or decrease. A decrease must begin with a minus sign. A decrease cannot be for more than the Current Order Amount.
    8. Column 8 – New Order Amount – This field is locked and automatically calculates. No entry necessary. This calculation cannot result in a negative number. A decrease cannot be greater than the Current Order Amount. If a negative number appears, re-enter the amount in the prior column.

    NOTE: If Purchase Order Change Form is to increase the order to a total value over $9,999.99 a SOLE SOURCE JUSTIFICAITON FORM or a competitive bid may be required in accordance with Purchasing Policy BS09.

  13. Complete the BUDGETARY MODICIATIONS section for changing the budgetary distribution of an outstanding purchase order or one year standing 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 center cannot be changed. Both the “FROM” and “TO” rows must be completed. This is a table with six columns and six rows.

  14. “FROM” Row

    1. Column 1 – FROM Account String and Fund # - Enter the account string and fund number to be modified as charged on the original purchase order or requisition.
    2. Column 2 – FROM Object Code – Enter the Object Code to be modified as charged on the original purchase order or requisition.
    3. Column 3 – FROM Admin Area – Enter the Administrative Area to be modified as charged on the original purchase order or requisition.
    4. Column 4 – FROM Government Contract String – Enter the Government Contract String to be modified as charged on the original purchase order or requisition.
    5. Column 5 – FROM Project Number – Enter the Project Number as charged on the original purchase order or requisition.
    6. Column 6 – FROM Clarify Amount – Enter the Total Amount being transferred as charged on the original purchase order or requisition.

    “TO” Row

    1. Column 1 – TO Account String and Fund # - Enter the account string and fund number to be charged on the modified purchase order or requisition.
    2. Column 2 – TO Object Code – Enter the Object Code to be charged on the modified purchase order or requisition.
    3. Column 3 – TO Admin Area – Enter the Administrative Area to be charged on the modified purchase order or requisition.
    4. Column 4 – TO Government Contract String – Enter the Government Contract String to be charged on the modified purchase order or requisition.
    5. Column 5 – TO Project Number – Enter the Project Number to be charged on the modified purchase order or requisition.
    6. Column 6 – TO Clarify Amount – Enter the Total Amount to be charged on the modified purchase order or requisition. The FROM and TO amounts must match.

  15. Justification – The justification section must include specific details such as line item, budgetary information, why the increase/decrease was not anticipated, etc., to provide a justification for the actions being requested. NOTE: If a POCF is to increase the order to a total value over $9,999.99 a SOLE SOURCE JUSTIFICAITON FORM or a competitive bid may be required in accordance with Purchasing Policy BS09
  16. Both steps 9 and 10 require Budget Administrator/Budget Executive approval (in accordance with Policy FN18). You must obtain the signature your Budget Administrator/Budget Executive.
  17. Both steps 9 and 10 required the Financial Officer approval (in accordance with Policy FN18). You must obtain the signature your Financial Officer.
  18. After completing the Purchase Order Change Form, rename the file to be uploaded as "POCF" and attach the form as a comment on the appropriate PO, or Requisition if a PO does not exist. BE SURE to select the “Email Notification(s)” box, and select the correct Purchasing Agent/Assistant by clicking “add email receipt”’; otherwise the POCF will NOT be processed. If you are not the requisitioner, or on the approval path for the PO, please submit the POCF via email to purchasing@psu.edu, referencing the Requisition or PO number, along with the PA Code in the subject line of the email (e.g., E17-012345 G).
Image of Purchase Order Change Form