Change a PTAE on an Approved Purchase Order

1. Initiate Change PTAE Process
   1. Select Change PTAE.

   2. If the PO has multiple PTAEs, select how to move the funds:

      o Single PTAE (default)       o Multiple PTAEs 

       If multiple PTAE changes are needed, select Multiple PTAEs now because the PO will be locked against additional PTAE changes until the first one is completed by the system (including approvals). Once a pending PTAE change has been made, the system will not allow other actions on the PO such as Cancel PO, another Change PTAE, or Finally Close the PO. 
        o If there is only one PTAE listed on the PO, the above selection will not be seen and you will be taken directly to the Change PTAE page.

   3. After selecting single or multiple PTAEs, select  Proceed to Change PTAE button

2. Change PTAE
   1. Check the box(es) on the far left of the line to select the PTAE line(s) to update 

   2. Select Click to edit to manually enter the new PTAE 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 allocations. Learn more in the How To: Set Up iProcurement Preferences for Deliver-To Location, Allocations and Approvers.

   3. Optionally, select the New Expenditure Type for the PTAE line(s) 

      If the field is blank, it will default to current Expenditure Typeiii. For Single PTAE changes, either enter the PTAE and select Apply New PTAE at the bottom of the new PTAE, or select from My Allocations and select the Apply button to the right

   4. For Multiple PTAE 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 PTAE must be entered in each line you wish to change, or you may select from My Allocations and select Apply to multiple lines if the PTAE Allocation is pre-entered in My Allocations. 

3. 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.

   1. Select Generate Approvers to populate approvers based on the new PTAEs and commitment amount

   2. 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. 
4. Submit Change
   1. Review request details and select Submit Change
   2. 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 (PTAE Change in Progress). Once the PTAE change is completed the PO authorization status reverts to Approved.

The Review Ineligibility to Change PTAE button will display if the PO is ineligible for a PTAE change.

1. Select Review Ineligibility to Change PTAE to display a screen of ineligibility reasons
2. Review the table below for reasons why change PTAE 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.

Learn more in the Topic Overview: Purchase Orders for guidance on change activities