Edit Purchase Orders (Change Orders)

How to modify and manage existing purchase orders through the change order process.

This guide will cover:

• Information 

• Navigating to the Procurement area of WyoCloud 

• Locating the Purchase Order that Needs Changed

• Changing a Line Item (Price and/or Quantity)

• Adding a Line

• Changing the Funding Source (PO Charge Account)

 

Information

A Change Order is used to modify quantities or amounts, change the chartfield string, or add lines on Purchase Orders.  This change is initiated in the WyoCloud Financial Management system and triggers the approval workflow if a line is added, the amount or quantity increases, or if there are changes to the account being charged.  All other changes, e.g., less quantity/amount will result in an automatic approval process. 

If a Change Order places the transaction into a new cost bracket, approver determination will be based on the new total cost. See the Approvals for Finance Transactions DAPP found on the Financial Affairs Website>Policies and Reference Material>Procurement and Payment Services for additional information. In addition, the Quote and Bid Threshold Policy’s stipulations may need to be considered if a new cost backet occurs. The policy is found on the Financial Affairs Website>Policies and Reference Material>Procurement and Payment Services.

See Modify the  Requisition QRG for instructions on how to modify the Requisition before or after it has been submitted and prior to its approval. Once the Requisition is approved, it automatically dispatches to the supplier as a Purchase Order.

 

Step One

Navigating to the Procurement area of WyoCloud from WyoWeb

• From the WyoCloud homepage, click on the Navigator button in the top left corner.  The Navigator bar is where you can find links directing you to all of the modules and pages for which you have access. 

• First click Procurement to expand (you may have to scroll down within the navigator), then click Purchase Requisitions.

• The Purchase Requisitions page will display:

 

Step Two

Locating the Purchase Order that Needs Changed

• To locate the purchase order needing changed, click on the Manage Requisitions.

• You can search for the Requisition needing a change order by entering one or multiple of the search fields marked with **.   Then click Search

  • NOTE: Requisitions Requiring Attention defaults to Yes. Depending on the requisition you are looking up, it may not require your attention. This field should be changed to show blank from the drop down. .

 

Step Three

Changing a Line Item (Price and/or Quantity)

• Once you locate the desired requisition, you will find details of the requisition including associated purchase order number. Click on the Requisition number to open the requisition.

• This will open the Requisition page for the Requisition you selected:

• To edit the order, click Actions > Edit Order.

• A Warning Box will display, click Yes to continue.

• You will see the line(s) for the goods/services that were purchased at the bottom of the new page.

• Highlight the line that you wish to make changes on and click on either one of the Pencil icons.

• The following page shows the fields that may be available to change depending on whether the Purchase Order is for Goods or Services:

  • Price and or Quantity (1,2)

• Add Change Reason (3)

• Scroll to the bottom of this page to change Notes and Attachments information (4).

• Once you have made your changes, click OK to return to the Edit Change Order page. Describe the reason for the change in the required Description field.

• Select the Submit button in the top right corner of the page:

• After you have submitted the revised order a Confirmation message will appear. Press OK.

 

Step Four

Adding a Line

• Follow steps 2-3 to navigate to the Purchase Order and arrive at the Edit Change Order Page.

• Click on the +Icon.

• A new line is added; complete the necessary fields (1).

  • Type: Select Goods or the Appropriate Services

  • Description

  • Category Name

  • Quantity (if Goods)

  • UOM (if Goods)

  • Price

  • Requester

  • Continue through the line to complete all of the applicable fields, e.g., Location, PO Charge Account.

  • NOTES:

    • The Negotiated Field is not populated when adding a line to a Purchase Order.

    • Add new Attachments via the +field on the new line. A Statement of Work Form or Bid Threshold documentation may be necessary depending on the reason for the addition and the dollar amount. 

• Complete the Description (2) to provide details of why the line is added.

• When complete, click Submit (3).

• After you have submitted the revised order a Confirmation message will appear. Click OK.

If you encounter errors after pressing Submit, correct the errors and pressing Submit again.  If you need assistance, contact procurement@uwyo.edu

 

Step Five

Changing the Funding Source (PO Charge Account)

*NOTE: PO Charge Account information on original distribution lines cannot be modified. Therefore, changes to PO Charge Account information will require you to add a new distribution line and then zero out the original distribution.

• Follow steps 1-2 to navigate to Manage Requisitions, and select a requisition you wish to change the charge account on a purchase order.

• From the requisition page, click Actions > Edit Order:

• This will bring you to the Edit Change Order page. In the General region, click on the Distributions tab. Highlight the distribution line that needs changed.

• Click on the split distribution icon under the Distributions tab to add another distribution line:

• Enter the Quantity from the original distribution line on the new distribution line. Correct the charge account information on the new distribution line by clicking on the icon next to the PO Charge Account field. Lastly, to “cancel” the original distribution line, highlight the line and change the quantity to “0”.

• To allocate the cost of an order to multiple charge accounts, follow the above steps, except change the quantity so that the correct split is made between the multiple distributions. Enter the new charge account information as described above.  Be sure to highlight the appropriate line.

• NOTE: Changes to distribution lines can also be made by clicking on the pencil icon once the new line is added – this will bring up the Edit Distribution page. Changes to the PO Charge Account would be made under the Billing section:

• Describe the reason for the change in the required Description field.

• After all changes have been made, press the Submit button in the top right corner of the page:

 

• A confirmation message will appear. Press OK:

• The following changes will initiate the approval process:

  • Quantity Increase

  • Amount Increase

  • Changes to the PO Charge Account

  • Addition of a Line to the PO

• All other changes will result in an automatically approved change order. 

 

You have now completed the steps to manage change orders.