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CHANGE ORDER PROCESS Nadia Orsini Procurement Training Consultant
CHANGE ORDER PROCESS
Nadia Orsini Procurement Training Consultant
1 | P a g e Revised: 05/02/2018
NON-CATALOGUE CHANGE ORDERS
UPDATING A LINE ITEM
1) Enter in the PO number in the search engine
2) Go to Summary Tab
o Go to Item Status Section o Select the line item you want to update under Product Description
Adjustments can be processed for:
o Product Description o Catalog No (if applicable) o Quantity o Unit Price o Size/Packaging or Unit of Measure
2 | P a g e Revised: 05/02/2018
3) Go to Details Tab:
o Then to the Sub Tab – Summary o Scroll down to Vendor Information Section
o Click on the edit tab o Enter the reason for the change order in Note to Vendor
**If the FOAPAL REQUIRES UPDATING- SEE BELOW, IF NOT SKIP AND GO TO PO Total Tab **
4) Updating a FOAPAL
o Go to Sub Tab - FOAPAL Information o Go to Item Details section o Locate the line item (1,2,3 etc…) that requires updating
o Click on next to the FOAPAL line o Input changes o SAVE and CLOSE
3 | P a g e Revised: 05/02/2018
5) Updating a FOAPAL SPLIT
o Same as point 4 above however select SPLIT BY FOAPAL
o Select a method of splitting from the drop down list
o If using Amount of Price, ensure line item totals match the overall total amount o If using % of Price or % of Qty, ensure the % total is equal to 100 % o Update Org/Prog and SAVE
4 | P a g e Revised: 05/02/2018
6) Go to Sub Tab – PO Total
o Ensure applicable taxes are revised
Override the amounts with the applicable taxes and SAVE
o Go to GST (overridden) and QST (overridden) and click on o GST: Override the existing $ amount to 5 o QST: Override the existing $ amount to 9.975 o SAVE o The taxes will be re-calculated
7) Go to Available Actions and select Finalize Revision then select GO
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8) Indicate a reason for the revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
9) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
6 | P a g e Revised: 05/02/2018
WHAT HAPPENS NEXT?
1) The PO moves through an approval queue where a Procurement Administrator will review,
approve, or reject the changes
2) Once Approved the PO then moves on to Revise PO, PO Export and then PO Change Response where it will remain pending until approved in Minerva by the FFM/delegates, PI, and FA.
3) Once FFM/delegates, PI, and FA approve the change order in Minerva/Banner, the PO change Response box will be checked and will move on to the PO distribution box (should it be applicable).
4) The PO Change order is then complete.
Notes: Change orders cannot be processed for PUNCHOUT or CATALOGUED suppliers. The PO must be cancelled and a new requisition must be issued in MMP. Cancellation link for a PO : https://www.mcgill.ca/procurement/forms/cancellation
7 | P a g e Revised: 05/02/2018
ADDING A LINE ITEM TO A PO
1) Enter in the PO number in the search engine
2) Go to the Details tab
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3) Add a Vendor note to describe the reason for the revision per the below.
4) Select Add non-catalog item
o Enter in the description, quantity, o Amount before taxes o SAVE and CLOSE OR to add another line- select SAVE and ADD ANOTHER
5) Click on Edit and check off Taxable if amount needs to be taxed
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6) Go to FOAPAL Information Tab and enter in the FOAPAL in the Item Details section- click Edit
7) Enter in the FOAPAL- ensure to update Org/Prog and SAVE
7.1) SPLITTING A FOAPAL
o select Split by FOAPAL
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o Select a method of splitting from the drop down list
o If using Amount of Price, ensure line item totals match the overall total amount o If using % of Price or % of Qty, ensure the % total is equal to 100 % o Update Org/Prog and SAVE
8) Go to PO Total to revise the applicable taxes
Override the amounts with the applicable taxes and SAVE
o Go to GST (overridden) and QST (overridden) and click on o GST: Override the existing $ amount to 5 o QST: Override the existing $ amount to 9.975 o SAVE o The taxes will be re-calculated
11 | P a g e Revised: 05/02/2018
9) Go to Available Actions and select Finalize Revision then select GO
10) Indicate a reason for the Revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
11) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
12 | P a g e Revised: 05/02/2018
WHAT HAPPENS NEXT?
1) The PO moves through an approval queue where a Procurement Administrator will review,
approve, or reject the changes
2) Once Approved the PO then moves on to Revise PO, PO Export and then PO Change Response where it will remain pending until approved in Minerva by the FFM/delegates, PI, and FA.
3) Once FFM/delegates, PI, and FA approve the change order in Minerva/Banner, the PO change Response box will be checked and will move on to the PO distribution box (should it be applicable).
4) The PO Change order is then complete.
Notes: Change orders cannot be processed for PUNCHOUT or CATALOGUED suppliers. The PO must be cancelled and a new requisition must be issued in MMP. Cancellation link for a PO : https://www.mcgill.ca/procurement/forms/cancellation
13 | P a g e Revised: 05/02/2018
CANCELLING AND ADDING A LINE ITEM
1) Enter in the PO number in the search engine
2) Go to the Details tab
3) Add a Vendor note to describe the reason for the cancellation/adding below.
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4) Scroll down to the Items Details Section
o Select the line item you want to cancel and click the “Cancel Selected PO lines” options from the drop down menu
o Click Go
o The line item will appear cancelled as per below
Next Step - Proceed to Add a New Item
15 | P a g e Revised: 05/02/2018
5) Select Add non-catalog item
o Enter in the description, quantity, o Amount before taxes o SAVE and CLOSE OR to add another line- select SAVE and ADD ANOTHER
6) Click on Edit and check off Taxable if amount needs to be taxed
7) Go to FOAPAL Information Tab and enter in the FOAPAL in the Item Details section- click Edit
16 | P a g e Revised: 05/02/2018
7.1) SPLITTING A FOAPAL
o select Split by FOAPAL
o Select a method of splitting from the drop down list
o If using Amount of Price, ensure line item totals match the overall total amount o If using % of Price or % of Qty, ensure the % total is equal to 100 % o Update Org/Prog and SAVE
8) Enter in the FOAPAL- ensure to update Org/Prog and SAVE
17 | P a g e Revised: 05/02/2018
9) Go to PO Total to revise the applicable taxes
Override the amounts with the applicable taxes and SAVE
o Go to GST (overridden) and QST (overridden) and click on o GST: Override the existing $ amount to 5 o QST: Override the existing $ amount to 9.975 o SAVE o The taxes will be re-calculated
10) Go to Available Actions and select Finalize Revision then select GO
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11) Indicate a reason for the Revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
12) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
19 | P a g e Revised: 05/02/2018
WHAT HAPPENS NEXT?
1) The PO moves through an approval queue where a Procurement Administrator will review, approve,
or reject the changes
2) Once Approved the PO then moves on to Revise PO, PO Export and then PO Change Response where it will remain pending until approved in Minerva by the FFM/delegates, PI, and FA.
3) Once FFM/delegates, PI, and FA approve the change order in Minerva/Banner, the PO change Response box will be checked and will move on to the PO distribution box (should it be applicable).
4) The PO Change order is then complete.
Notes: Change orders cannot be processed for PUNCHOUT or CATALOGUED suppliers. The PO must be cancelled and a new requisition must be issued in MMP. Cancellation link for a PO : https://www.mcgill.ca/procurement/forms/cancellation
20 | P a g e Revised: 05/02/2018
MODIFYING A FOAPAL ON A STANDING ORDER
TO BE USED TO MOVE EXPENSES FROM ONE FUND TO ANOTHER AND ADDING THE REMAINING BALANCE TO ANOTHER FUND
**NOTE: IF YOU DO NOT HAVE ACCESS TO BANNER PLEASE REACH OUT TO YOUR DEPARTMENT’S FINANCE TEAM**
FINANCE TEAM LOOKUP 1) Go to Banner form: FGIENCD
2) Look at the amount already released against the fund and note it down. i.e $ 1,581.55
Also, note which line item number has been liquidated
CHANGE ORDER REQUESTOR
3) Go to MMP
4) Enter in the PO number in the search engine
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5) Go to the Details tab
6) Add a Vendor note to describe the reason for the change order.
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7) Scroll down to the Items Details Section
8) Select the original line item that was liquidated in banner and modify the amount of the same line item
in MMP (#1 in this case) to reduce it to the amount of the remaining encumbrance less the taxes ($1581.55/1.14975=$1375.56)
9) SAVE and Close
10) Select Add non-catalog item
o Enter in the description, quantity, o Remaining amount of the original PO total before taxes o SAVE and CLOSE
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11) Click on Edit and check off Taxable if amount needs to be taxed
12) Go to FOAPAL Information Tab and enter in the FOAPAL in the Item Details section- click Edit
13) Go to PO Total to add the applicable taxes
24 | P a g e Revised: 05/02/2018
Apply the taxes and SAVE
o Go to GST (overridden) and QST (overridden) and click on o GST: select Override, change 0 to 5 o QST: select Override, change 0 to 9.975 o SAVE o The taxes will be calculated
14) Go to Available Actions and select Finalize Revision then select GO
25 | P a g e Revised: 05/02/2018
MISCELLANEOUS CHANGE ORDER PROCESSES
Change orders can be processed for non-monetary reasons
ADDING OR UPDATING GENERAL INFORMATION
Information can be added or updating in any of the following sections
o Delivery Date o Shipping Information o Vendor Information o Line Item Description/Vendor Information
CHANGING THE DELIVERY DATE
1) Enter the PO number in the search engine
2) Go to Details tab
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3) Change the Delivery Date by selecting the Edit button
4) Go to Available Actions and select Finalize Revision then select GO
5) Indicate a reason for the revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
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6) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
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CHANGING THE SHIPPING INFORMATION
1) Enter the PO number in the search engine
2) Go to Details tab
3) Go to the Shipping Information tab and click on Edit
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4) Go to Available Actions and “ Finalize Revision” – select GO
5) Indicate a reason for the revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
6) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
30 | P a g e Revised: 05/02/2018
ADDING COMMENTS TO THE PO
1) Enter the PO number in the search engine
2) Go to Available Actions and select GO
3) Add a comment by typing in the Text Box
• To send an email notification, select the participant by clicking on the box next to their name • To add an attachment, indicate a File Name, then Browse the file you want to attach • Once completed, Add Comment
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4) Go to Available Actions and “ Finalize Revision” – select GO
5) Indicate a reason for the revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
6) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
32 | P a g e Revised: 05/02/2018
UPDATING A DESCRIPTION ON A LINE ITEM
1) Enter in the PO number in the search engine
2) Go to Summary Tab
o Go to Item Status Section o Select the description line item you want to update under Product Description o Place your cursor over the line item description and click
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3) Go to Details Tab:
o Then to the Sub Tab – Summary o Scroll down to Vendor Information Section
o Click on the edit tab o Enter the reason for the change order in Note to Vendor
4) Go to Available Actions and “ Finalize Revision” – select GO
34 | P a g e Revised: 05/02/2018
5) Indicate a reason for the revision
o If the PO is to be distributed to the supplier leave the box checked
o If PO is NOT to be redistributed to the supplier- Uncheck the box o SAVE
6) CLOSE the box. The PO will move through an approval workflow queue. A revised document will be generated in MMP once all required approvals have taken place.
35 | P a g e Revised: 05/02/2018
WHAT HAPPENS NEXT?
1) The PO moves through an approval queue where a Procurement Administrator will review, approve,
or reject the changes
2) Once Approved the PO then moves on to Revise PO, PO Export and then PO Change Response where it will remain pending until approved in Minerva by the FFM/delegates, PI, and FA.
3) Once FFM/delegates, PI, and FA approve the change order in Minerva/Banner, the PO change Response box will be checked and will move on to the PO distribution box (should it be applicable).
4) The PO Change order is then complete.
Notes: Change orders cannot be processed for PUNCHOUT or CATALOGUED suppliers. The PO must be cancelled and a new requisition must be issued in MMP. Cancellation link for a PO : https://www.mcgill.ca/procurement/forms/cancellation
