linear_scale How To

Add Funds to a Non-Catalog Purchase Order (Create Change Order)

A Stanford employee with authority can add funds to an existing PO in iProcurement

Add Funds to a Standard Non-Catalog Purchase Order

If you need to change only the PTA and/or the Expenditure Type on a PO, use the process, How To Change a PTAE on an Approved Purchase Order.

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When the purchase involves a contract between Stanford and an outside company or individual to perform services, the purchase must follow the contract process in SmartMart Contracts. Learn more in the Topic Overview: Procurement Contracts.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Internet Procurement
  2. Select Non-Catalog Request to begin a non-catalog requisition

Add Funds to a Non-Catalog Purchase Order

Non-Catalog Request page is used to add funds to non-catalog orders.

  1. Select Yes to Add Funds To Existing PO (Create a change order)
  2. Enter Reference Original P.O. Number 
    1. Tab out of the field to validate the PO number and to automatically add the Supplier name
  3. Add Funds To will default to the current Category if only one type is on the PO
  4. Change Add Funds To if necessary to select another Request Type found in the PO or select NEW 
    • If there is more than one Category on the PO, select which Request Type from the drop-down menu
      1. Add Funds To 

        1. If a current choice in the PO is selected, this field will default to Add Funds - (current category)

          NOTE: If Add Funds - Blanket or Service is shown, there is no quantity field below

        2. If NEW is selected, choices other than what is currently listed on the PO will appear 
          1. Select one of those options to add a different Request Type/Category to the PO 
  5. Enter pertinent information in the Item Description
  6. Enter Quantity if requested
  7. Change Unit of Measure if appropriate
  8. Enter Unit Price 
  9. Enter Supplier Item (optional)
  10.  Select Add to Cart from options below
    1. Clear All: Clears current fields, nothing added to cart
    2. Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
    3. Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
  11. Select View Cart and Checkout
Standard Change Order – Subaward

This request type is used to request an amendment or a Project Task Award (PTA) change on a subaward agreement. Subaward amendments are processed by the Office of Sponsored Research (OSR). For more information, refer to Modifying an Existing Subaward.

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Change Order – Subaward from the Request Type drop-down list
  3. Enter the changes desired to the Item Description
  4. Enter Amount
  5. Select the search icon to search for the supplier and then select the correct supplier.  The resulting supplier information should fill in the fields for Supplier. 
  6. Enter the Original PO Number
    • Enter the following items:
    • Subaward Increment Start Date
    • Subaward Increment End Date
    • Stanford Department
    • Stanford PI
    • Stanford Department Contact
    • Stanford Contact Email
    • Subrecipient PI
    • Subrecipient Subaward Contact
    • Subrecipient Contact Email
  7. Select the Transaction Type from the drop-down
  8. Check the box if Change in subrecipient use of human or animal subjects
  9. Select Yes or No to Carry Forward
  10. Enter additional description/prior approvals/restrictions in that field
  11. Select Add to Cart
    1. Clear All: Clears current fields, nothing added to cart
    2. Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
    3. Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
  12. Select View Cart and Checkout

Learn more in the Subaward Resources. 

The Requisition Description explains the business purpose of the purchase. It defaults to the first line item on the requisition but can be edited as needed to ensure it accurately describes the reason for the transaction.

  1. Review delivery information and update if needed:

A single shopping cart cannot have multiple delivery locations within Stanford. You can enter all the information for delivery in your Preferences to pre-populate these fields.

  1. Review/update delivery information:
    • Need-By Date
    • Requester
    • Deliver-To Location
    • Department Name
    • Room
    • Attention To

The delivery location for your Amazon iProcurement Requisition is your default Ship-To Location selected in Accounts Preferences. If a default location does not appear, a location may be selected. Learn more in the How To: Set Up iProcurement Preferences for Deliver-To Location, Allocations and Approvers.

In Preferences, enter all the information for billing to pre-populate these fields. You can enter several PTAs under My Allocations to allow choices from the drop-down list.

Charge to One PTA/Expenditure Type
  1. Review/update billing information:

 Alternatively, select pre-set billing information from the My Favorite drop-down menu and select Apply

Charge to Multiple PTAs

The allocation can be adjusted to:

  • Change the allocation percentage
  • Add multiple PTAs to one line
  • Change the Expenditure Type for one line
     
  1. Scroll down to the product table below the Delivery and Billing sections
  2. Select the lines and select the Update button to change multiple lines at one time, or select the pencil icon (in the Update Line column) to make a change to an individual line
  3. On the Update Line screen, change the Description, Quantity, Unit of Measure, Unit Price or Supplier as needed
  4. To change the allocation, select the plus icon to add a new line
  5. Replace the pre-populated PTAE information in the new line with the PTAE desired

  6. Enter the Percent, Quantity or Amount information to total 100% for lines selected

    Enter only the Percent, Quantity, or Amount. The other fields populate automatically after you press Tab to leave the field. Decimal percentages are permitted, but the total must equal 100% before proceeding.

  7. To apply the allocation to every requisition line in the cart, select the checkbox next to Apply this Cost Allocation information
  8. Select Apply 

  1. Review the requisition details for each line item
  2. Select the box(es) of the line you want to edit
  3. Select Update to change the PTA for all selected lines. You can modify: Need-By Date, Project, Task, Award, or Expenditure Type
  4. Select Copy to duplicate the selected lines
  5. Select Delete to remove selected lines

  6. Select the Update button or the pencil icon in the Update Line column at the far right to view the PTA information for the selected line

    If the Favorite you selected does not include an Expenditure Type, select the pencil icon in the Update Line column to add the Expenditure Type to an individual line.

  7. If tax should not be applied to a particular line or if the Research Tax Credit should be applied, select the appropriate tax category from the Tax Category drop-down list. Learn more in the Common Sales Tax Exempt Categories.
  8. Select the Guidance for Ensuring Price Reasonableness link to read the policy
  9. Select the checkbox to acknowledge your compliance with Stanford's Price Reasonableness policy

Add the Department Property Administrator (DPA) as the first approver in the routing list if using the Standard Capital Equipment category.

Verify approvers

  1. Select Manage Approvals button at the far right to update approvers if necessary
  2. Select Manage FYI Viewers button at the far right to add viewers if necessary

FYI Viewers cannot approve, reject or comment on requisitions routed to them.

Procurement Services is required to validate competitive supplier selection over a threshold that is dependent on the funding source:

  • Federal funding source: When any portion of the purchase is $50,000 or greater.
  • Any funding source: When the total purchase is $250,000 or greater.

Required: For these orders above the threshold, one or more Competitive Bids or a completed Single/Sole Source Justification form should be attached to the requisition.

For all requisitions: 

Accounts Payable cannot see attachments to the Requisition and any invoices attached there, will not be processed and paid. Invoices including Rush Payment requests and Will Call Check requests, can only be viewed by Accounts Payable when the invoice is uploaded via Requisition and PO Query and when needed, the correct queue is designated for the invoice to be processed as a Rush or Will Call request.

The To Supplier attachment category should be used to let a supplier know that an "Order will be placed online; do not duplicate." This applies if an online website requires you to provide a purchase order number when using a company's website to place an order (excludes all SmartMart Catalog Suppliers punchout sites).
a. Select attachment type (File, URL, or text)
b. Enter a Title for the attachment
c. Select Category for attachment from drop-down list (Buyer, Rush Payment, To Supplier or Will Call Check)
d. Add another attachment or select Apply. (Once Apply has been selected, you will receive a confirmation: Attachment XXX has been added successfully but not committed. It will be committed when you submit the current transaction.)

When Pricing Information is Fragmented Across Multiple Pages: If the requisition was created from a contract request and the pricing information is fragmented across multiple pages of the proposal or Statement of Work, attach all documents containing pricing information to the requisition.

  1. Select the appropriate option at the top or bottom right of the page:
    • Save to keep the requisition in Incomplete status and submit it later
    • Submit to send the requisition for approval
    • Return to Shopping to add or change items before submitting 
       
What Happens Next?
  • Once a Purchase Order (PO) is approved by the designated approvers, the approval is processed, and funds are added to the PO. If the PO is over $250,000 for non-federal PTAs and over $50,000 for federally sponsored PTAs, a procurement buyer is added to the requisition approval . 
Last Updated: Jul 10, 2026
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