Amend or change a signed or fully executed procurement contract,which may include revising the start or end dates, increasing or decreasing the scope of work, or addressing unanticipated price volatility in underlying materials.
Log in to Oracle Financials
Before You Start
- Transactions that do not require a contract signed by Procurement Services or a signed amendment (such as a PTA change) typically follow the Purchase Order process or are purchased through other methods. To change a Purchase Order without a contract, review How To: Change a Standard Non-Catalog Purchase Order.
- For changes that need to be made to a contract that is within the SmartMart Contracts system but not fully executed, utilize the contracts system to communicate changes with the contract advisor. Review How To: Use Message Tools Within SmartMart Contracts.
- Non-PO contracts that require additional funding—bringing the total value to $5,000 or more—must be resubmitted as a 'New' contract request so that the system will create an iProcurement requisition for the additional funding . Learn more in the How To: Submit a Contract Request.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU Internet Procurement
- Select SmartMart Catalog Supplier & Contracts
- Hover over the Award icon (in the left menu)
- Hover over Requests
- Select Request Contracts
- Enter Contract Request Name
- Select a Contract Request Template
- Select Amend / Change a Contract
If the original Contract was a Non-PO Contract, you cannot add iProcurement funding through an amendment. You must create a new Contract Request. Learn more about How To: Submit a Contract Request.
Enter Contract information for all tabs. Learn more about How To: Submit a Contract
- Review Instructions
- Review Details
- Add pertinent Attachments for the contract advisor
- On the Questions tab, in the Basic Information about the Original Contract section:
- Select Type of Contract for the original contract
- Select the Sections of the Contract that you would like to change
- Enter Purchase Order information for the original contract
- Enter details regarding required changes in Description of Change
- Answer all additional required questions
Communicate with your contract advisor regarding adding funds to an existing contract. There may be circumstances when an iProcurement Change Order is acceptable in lieu of a full contract amendment. The contract advisor can direct you on your next actions. Review How To: Use Message Tools Within SmartMart Contracts.
Following initial review, for contracts funded by an iProcurement PO, you will receive an email notification that a Change Order purchase requisition has been created with instructions on how to complete the requisition in iProcurement, My Requisitions. PTA allocations must be added and the requisition submitted for financial approval based on the PTA allocations. Learn more in the How To: Change a Standard Non-Catalog Purchase Order (Create Change Order).
- Once the purchase requisition has been financially approved, the original PO will be in Requires Reapproval Status, the Contracts team will review the file, assemble the appropriate final document for signature, and route it to all parties to e-sign on behalf of the supplier and the university. You will receive a system-generated email when the amendment completes workflow and has been signed by all parties. Once all parties have signed the amendment, your department can schedule work under the amendment, the PO will be put back in Approved status, and invoices can be uploaded for payment.
- Ending the Contract: Learn more in the Topic Overview: Procurement Contracts (Procurement Contracts Process).