Changing a Purchase Order

The process to submit a change order to Contracts and Procurement involves submitting a requisition using the CFS requisition submission process and using the following steps to identify the requisition as a change order and not a request for a new purchase order.

These instructions assume that you already know how to create a purchase requisition.

You may want to have a copy of the original purchase requisition to refer to while filling out the change order.

2. Click on the Add/Update Requisitions tile on your CFS homepage.

If you do not have the tile set up, you can navigate to NavBar > Purchasing > Requisitions > Add/Update Requisitions.

View instructions on how to add a tile to your CFS Homepage.

3. Click the Add button.

Add a new requisition

4. In the Requisition Name, enter "Change Order – PO#xxxxxxxxxx" with the PO number you want to modify.

Type requisition name

In the Requisition Name, enter "Change Order – PO#xxxxxxxxxx" where the x's are replaced by the Purchase Order ID number that you want to modify.

5. Click on the Display Description icon to show all of the available space for the Description field.

Open description display

6. Enter the change order information again, along with a reason for the change, and any comments. Then click Return.

add change order info
  1. Repeat the same "Change Order – PO#xxxxxxxxxx" from step 4 where the x's are the Purchase Order ID number you want to modify.
  2. Enter the modification you want to make/reason for the change.
  3. Add any additional comments or notes you have for the change.
  4. Click Return.

Sample Descriptions

  • Change Order  PO# 0000012345
    • Decrease Line No. 2 by $500.00
    • (Proposal Attached)
  • Change Order  PO# 0000012345
    • Revise ChartFields to: 613001-THEFD-10125
  • Change Order  PO# 0000012345
    • Reduce PO to invoiced amount and close
  • Change Order  PO# 0000012345
    • Revise PO due date to: 11/25/2017
  • Change Order  PO# 0000012345
    • Increase license by 10 users
    • (Quote attached)

7. Click Add Comments.

Add a comment

8. Add any comments about your change order.

Enter comments

Enter other details for the change order or just put “see attached proposal."

9. Use the Attach button to attach an updated proposal or quote. Then click OK.

Attach updated quote

If you have to attach multiple documents, you can combine them into a single file by:

  • Add the PDFs to a .zip archive
  • Use Adobe Acrobat Pro to combine the PDFs into a single PDF
  • Print out all of the documents and use your department copier to scan them into a single PDF
  1. Click Attach, select the file you want to attach, and then click Upload File.
  2. Click OK once the file is attached.

10. Enter the Quantity as 1, LOT as the UOM, and 0.01 as the Price. Enter the same Category and Supplier that were used on the original purchase requisition.

  1. Enter 1 as the Quantity.
  2. Enter LOT as the Unit of Measure (UOM).
  3. Enter the same Category code that was used on the original purchase requisition.
  4. Enter 0.01 as the Price.
  5. Enter the same Supplier ID that was used on the original purchase requisition.

11. Click on the Schedule icon at the end of the Line.

Schedule icon

12. Click on the Distribution icon.

13. Enter the chartfield associated with the change order. Then click OK.

If the change order is to modify the chartfield, you should enter the new chartfield you want to be used for the purchase order.

If the change order does not involve changing the chartfield, you should enter the same chartfield that was entered on the original purchase requisition.

Then click OK.

14. Click Return to Main Page.

Return to main page

15. Click Save at the bottom of the screen.

Save button

16. Use the Print Requisition process to generate a PDF of the change order and send it to the appropriate approver to approve.

Need More Help?

Questions about how to do something in CFS? Contact IT Training at ittraining@fullerton.edu or 657-278-5647.

Questions about procurement policies or status of a requisition/purchase order? Contact Procurement at  procurement@fullerton.edu.