Job Aid: How Do I Request PO Change Order (Price / Quantity changes)?

To Request a PO Change Order: (Changes to Price / Quantity, all other changes need to be communicated through your

Buyer) Please note: Lines ordered via Prodigo will not be available for price edits.

1. Navigate to Main Menu > FSCM > eProcurement > Manage Requisitions

2. Search for your requisition that is associated to the PO you need to change. (If you only know the PO number please

refer to the Job Aid – How do I find my Requisition if I only know the PO Number).

3. Select Action EDIT REQUISITION and click on the Go button

4. You will receive a system generated message (Click OK to proceed with Change Order)

Message: This requisition is approved. Editing this requisition may restart the approval process.

Click OK to continue, or click Cancel to go back.

Job Aid: How Do I Request PO Change Order? Page 2

5. The REVIEW AND SUBMIT screen will open

I. Click on the item description to edit the line item (item description, price, quantity)

II. The Edit Requisition page will display under Section “2. Add Items and Services”

Job Aid: How Do I Request PO Change Order? Page 3

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III. Edit the line (item description, price, quantity)

IV. Click “OK” , the REVIEW AND SUBMIT screen will open

Job Aid: How Do I Request PO Change Order? Page 4

6. If you need to add comments or attachments to support the Change Request click on the conversation bubble. The

Line Comments page will open.

7. To add a new comment click on the (+) plus sign in the top right corner of the comment box

i. A new comment box will display to enter your comments to support the change request.

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ii. If you need to add attachments please click on the Add Attachments button. A File Attachment prompt box will

display.

iii. Click on Browse (when you click on browse, your Documents will display to choose a file, select a file)

iv. Once the file has been selected click Upload (Please note if the file name is to long you will receive an error

message, shorten the file name and try again)

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e. Once you have uploaded your document, the attachment file selected will display.

v. Click OK if you have completed adding attachments and comments. The REVIEW and SUBMIT page will display

8. Save and submit your changes

Please note: Save and Preview is not allowed since one or more requisition lines have been sourced to PO

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9. Once you click on Save and Submit, a Change Reason page will display.

a. Select a Reason Code by clicking on the magnifying glass

b. Enter a Comment explaining the change, please provide a brief summary of the change

c. Click OK

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You receive confirmation of the Change Order.

Please note: The requisition will not route for “Line Re-Approval” as the PO (Purchase Order) will route for PO

Approvals.

Once approved the PO will be updated and notification will be sent to Vendor / Supplier by the Buyer.

Please also note at this point the requisition line will be locked and you will not be allowed to make any additional

changes until the change order has been approved and sourced to the original PO.

Job Aid: How Do I Request PO Change Order? Page 9

You can track the change request process through manage requisitions:

Navigation: Main Menu > FSCM > eProcurement > Manage Requisitions

The Change Request icon will display in color, click on the change request icon to view details

Job Aid: How Do I Request PO Change Order? Page 10

Change Order Process for Migrated PO’s from Lawson:

For converted/migrated PO’s from Lawson to PeopleSoft that would not have a PeopleSoft Requisition ID, a change order request by e-mail should be sent to the Commodity Buyers (DG Groups on next page) with the subject line as “Change Request PO ID: XXXXXX”.

Supply Chain will update Contract Header if applicable to route for any required Contract Approvals.

After contract header approval if applicable, the Contract Administrator or Buyer will update the Purchase Order with the requested changes. This will initiate the approval workflow on the PO.

Once PO is approved for change order, Contract Administrator or Buyer will dispatch PO the Vendor / Supplier and also inform the requester of the change.

Additional information and Resources:

For Supply Chain PeopleSoft Support - Please call 786-533-4651 (34651) or please email DG- SC Content Management.

You can also submit PeopleSoft issues through our SDE ticketing system. Please navigate to the BHSF Intranet and click on the “PeopleSoft Support” icon (please see below). Please be sure to include the issue, if possible what you were doing when the issue occurred, and any screen prints that can be provided. This information would be greatly appreciated.

For Workflow related issues or to assign a delegate – Please email: DG-Auth Signature Reroute

For Requester Access – Please enter a SDE incident and assign it to Supply Chain (You will need to make sure you have Director Approval attached and the three (3) completion certificates from the following courses: Goods and Services, Capital and Projects, and Credentialing attached to the incident as well.

For issues related to emergengy shortage of supplies- please call 786-596-9001 (59001) or please email ‘Supply Chain Support Group’ (without the DG).

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Commodity Buyers Distribution Groups: