This page provides step-by-step instructions for changing a PTA (Project, Task, Award) on an approved purchase order (PO). Use Oracle’s Requisition and Purchase Orders Query tool to make updates. Future invoices will be paid using the new PTA line.
PTA changes do not affect existing invoices, whether pending or already paid. Update the PTAE for existing invoices, once they are paid, using iJournals. For details, see How To: Create iJournals Entries.
Change the expenditure type, add funds, and change PTAs on a PO by submitting a standard change order. For more information, see How To: Change a Standard Non-Catalog Purchase Order (Create Change Order).
Change a PTA on an Approved Purchase Order
Before You Start
- Preparers can change multiple PTAs on POs with multiple lines but cannot split a charge from one PTA into multiple PTAs.
- Replacement PTA(s) must be currently valid for this type of expense (not closed or on-hold). For more information on valid PTAs, see Topic Overview: View PTA Details.
- To change the PTA on any Subaward Purchase Orders, the preparer or the Principal Investigator must contact the Subaward Resources Team.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Inquiry Tools and Forms
- Select Requisition and Purchase Orders Query
Enter eight-digit Purchase Order number in the Purchase Order Number field
Alternatively, enter a seven-digit Requisition number in the Requisition Number field to then select the Purchase Order number from that page.
- Select Search
- Confirm that this is the correct Purchase Order for which you wish to change PTA(s)
On the top right hand side of the screen under the PO Details row, at least one of three options may appear:
o Initiate Finally Close Process or Review Ineligibility to Finally Close.
For more information, see How To: Finally Close a Purchase Order (PO)
o Change PTA or Review Ineligibility to Change PTA
See STEP 4 below.
o Cancel a PO or Review Ineligibility to Cancel PO
For more information, see How To: Cancel a Purchase Requisition or Purchase Order (PO)
Select an option below based on what appears on the top right hand side of your screen to continue the process.
The Change PTA button will display in Requisitions and PO Query, showing it is eligible to be changed, if the PO:
o Has had no invoice activity. In this case, the requester can change the PTA for all future invoices.
o Has funds remaining on the PO and no invoices “on hold”. The PTA change(s) will only apply to future invoices.
Initiate Change PTA Process
- Select Change PTA to initiate the process
- If there are multiple PTAs on this PO, select an option:
I want to change PTA and move the funds to a,
o Single PTA (default) o Multiple PTAs
If multiple PTA changes are needed, select Multiple PTAs now because the PO will be locked against additional PTA changes until the first one is completed by the system (including approvals).
o If there is only one PTA listed on the PO, the above selection will not be seen and you will be taken directly to the Change PTA page.
o Once a pending PTA change has been made, the system will not allow other actions on the PO such as Cancel PO, another Change PTA, or Finally Close the PO.- After selecting from above, select Proceed to Change PTA button
- Change PTA
- Check the box(es) on the far left of the line to select the PTA line(s) to update
Select Click to edit to manually enter the new PTA number (Project, Task, and Award)
Validate the Project Number by typing in the 7 digit number (partial numbers may be entered and options will appear for those particular numbers). Select return to retrieve the valid Project Number. If there is only one option for this Project Number, the Task and/or Award will be auto-filled.
Optionally, you may select from My Allocations and select Apply to retrieve one of your pre-selected My PTA Allocations. See How To: Set Up iProcurement Preferences for Deliver-To Location, Allocations and Approvers.For Single PTA changes, either enter the PTA and select Apply New PTA at the bottom of the new PTA, or select from My Allocations and select the Apply button to the right
For Multiple PTA changes, select one or more lines by checking the box on the far left of the lines and enter new PTAs in each selected line as instructed above in Step b. When entering manually, each new PTA must be entered in each line you wish to change, or you may select from My Allocations and click Apply to multiple lines if the PTA Allocation is pre-entered in My Allocations.
Select Approvers
For POs with a total remaining commitment amount above $1,000, approval is required. Approval is not required for POs with a total remaining commitment amount of $1,000 or less, but users will have an option to include approver(s) as desired.
- Select Generate Approvers to populate approvers based on the new PTAs and commitment amount
- As needed, add optional approvers and/or FYI Viewers by selecting the Add Approver option:
- Select from your pre-selected list in My Approvers or manually lookup an approver and/or FYI viewer.
- To add new approvers and/or FYI Viewers, select Add Approver and begin typing to search in the pop-up. Enter the SUNET or First Name Last Name to find the Stanford Approver.
- After selecting the name of the Approver/FYI Viewer, select the next drop down under Approver/FYI Viewer to select either Approver or FYI Viewer. (FYI Viewers can only view the transaction.).
- Select Populate/Refresh to add or refresh default approver(s). Approvers will not be removed but order will change to list FYI Viewers last.
- Submit Change
- Review request details and select Submit Change
- Review submission status:
- If there are errors in the submitted information, a message will appear briefly on the top right, stating what error has occurred and action to take. If the message disappears, select Submit Change to view again.
- If successfully submitted, a green message will appear at the top right of the page showing Change Successfully Submitted!
- PO is now shown on screen and PO authorization will show as Approved (PTA Change in Progress). Once the PTA change is completed the PO authorization status reverts to Approved.
The Review Ineligibility to Change PTA button will display if the PO is ineligible for a PTA change.
- Select Review Ineligibility to Change PTA to display a screen of ineligibility reasons
- Review the table below for reasons why change PTA is ineligible
- Each Ineligibility Issue on screen is stated as a question in this table.
- The associated status, Yes or No, indicates ineligibility and will display in RED on screen
- The table supplies both the ineligibility reason and suggested options in response.
Ineligibility Issues | Status | Reason | Suggested Options |
|---|---|---|---|
PO Finally Closed or Canceled? | Yes | PO already closed/canceled | Change PTA is not available |
PO Incomplete? | Yes | PO is not in Approved Status | Complete PO |
PO Requires Reapproval? | Yes | PO is in the process of being changed/edited by Purchasing | Contact FSC to find out when the PO change will be completed by Purchasing |
Subaward PO? | Yes | See Subaward Resources | Change PTA is not available |
Supplier Inactive? | Yes | The supplier on this PO is inactive | Request activation of supplier in Supplier Query and Request |
Supplier Site Inactivate? | Yes | The supplier site used on this PO is inactive | Request activation of supplier in Supplier Query and Request |
Open Commitments? | No | No open commitments available to change | Change PTA is not available |
Pending Invoice | Yes | One or more invoices is pending | Wait for “No Hold” invoices to be paid |
Outstanding PTA Change Request? | Yes | Another Change PTA request is in process | Wait until the first Change PTA request is complete |
Cancel PO in Progress? | Yes | PO is unavailable for changes | Change PTA is not available |
For more information, see Topic Overview: Purchase Orders for guidance on change activities
- Approvers and FYI recipients receive an Oracle email notification indicating that a transaction is pending their review and approval, or FYI.
- In addition to Oracle email notifications, Stanford Mobile Approval app users receive instant push notifications on their mobile device when a transaction requires review and approval, or FYI.
- The Requester will receive an Oracle email notification when the Change PTA Request is complete.
- Requesters can check the status of a pending Change PTA Request by looking up the PO in the Requisition and Purchase Order Query tool.
- Locate Change PTA History near the bottom of the page. It will show the name of the requester and date the change was requested.
- Select the blue number link under Change PTA ID to check the status:
- Pending - shows the pending PTA(s) and commitment amount with Approval Details (who is listed as the Approver(s)/FYI Approver(s)
or - Completed - shows the new PTA(s) and commitment amount changed
- Pending - shows the pending PTA(s) and commitment amount with Approval Details (who is listed as the Approver(s)/FYI Approver(s)