Changes and Cancellations
Requesting Changes to a Purchase Order
Changes to a released Purchase Order (PO) MUST BE MADE BY UNIVERSITY PROCUREMENT. Do not contact the vendor to change or add items to an existing order; it is against University policy and will cause an extended delay in the processing of the payment or a rejection of payment to the vendor.
To make changes to a released PO, email (firstname.lastname@example.org) or submit a supplemental Request to Purchase Form to Procurement Services with the following required information:
The approved Purchase Order (PO) number that needs to be changed
Department and name of contact person
Date that the changes are being requested
In the first Product Description field, enter "CHANGE NOTICE"
Describe the change needed (quantity, price, model #, cost center change, etc.)
Current cost center number (department account number)
Signature of requestor and/or department head
If a change to a PO increases the total cost of the order, please be sure that the signature authority is appropriate for the new total. Emailed requests must be sent by individuals with proper signature authority.
Bid requirements are also determined by order totals; therefore, increases to a PO may require new or additional bids.
Cancelling a Purchase Order
Contact the vendor directly to completely cancel a released Purchase Order and then confirm cancellation with Procurement Services providing the PO number, vendor name, total dollar amount, and reason for cancelling the order.