This page provides instructions on how to request changes to a standard non-catalog purchase order (PO), which requires creating a new change order in iProcurement. Any changes to the PO will only affect future payments. For invoices that have already been processed, use iJournals to transfer the expense to the correct PTA and/or Expenditure Type Code. To learn the common reasons for requesting changes to open purchase orders, refer to Topic Overview: Purchase Orders.
If you need to change only the PTA (not the Expenditure Type) on a PO, refer to How to Change a PTA on an Approved Purchase Order.
When the purchase involves a signed agreement negotiated by two or more parties, such as when a Stanford business unit, school, or department, hires a non-Stanford, outside company or individual to perform a service of any dollar amount for Stanford, the purchase must follow the contract process in SmartMart Contracts. For more information, refer to Topic Overview: Contracts).
Change a Standard Non-Catalog Purchase Order
Before You Start
If the remaining funds on an existing Purchase Order will not be used, please consider closing the PO by referring to How To Finally Close a Purchase Order (PO).
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Internet Procurement
- Select Non-Catalog Request to begin a non-catalog requisition
The Standard Change Order template is used to make adjustments to non-catalog orders for goods or radioactives.
- Select Standard Change Order from the Request Type drop-down list
- Enter the specific changes desired into the Item Description
- It is possible to enter the change requests to:
- Change a PTA
- Enter into the Item Description, "PTA change from line X” (where X is the line that is changing).
- The amount on the change order must equal the amount of funds you are requesting to move.
- Enter the new PTA as part of the change order line in the Edit and Submit page (See, Step 6, Charge to One PTA/Expenditure Type).
- Add funds
- Enter into the item description, "Adding Funds for (insert reason)". It may help Purchasing to know the reason in case clarification is needed.
- Change Expenditure Type
- In the item description, enter, “Change Expenditure Type on line X” (where X is the line that is changing).
- Enter the new Expenditure Type as part of the change order line in the Edit and Submit page (See, Step 6, Charge to One PTA/Expenditure Type).
- Change a PTA
- It is possible to enter the change requests to:
- Change Unit of Measure if appropriate
- Enter Unit Price
- Enter Supplier Item (optional)
- Enter the same Supplier Name as the original PO and tab out to view the supplier. The resulting supplier information should fill in the fields for Supplier. If the supplier is not easily found, it is recommended to use the Supplier Query and Request tool in Oracle Financials to perform one or more activities below:
- Search the database for active suppliers, including viewing specific supplier contacts and representatives
- View and request activation of inactive suppliers
- Update supplier/payee information
- Enter the Reference Original PO Number
The system confirms that the supplier name matches the supplier on the original PO Number. - Enter the Description of Change
- Select Add to Cart
- Select View Cart and Checkout
The Standard Change Order – Blanket or Service template is used to make adjustments to standard purchase orders for services or consultants.
- Select Standard Change Order – Blanket or Service from the Request Type drop-down list
- Enter the changes desired to the Item Description
- Enter Amount
- Enter the same Supplier Name as the original PO and tab out to view the supplier. The resulting supplier information should fill in the fields for Supplier. If the supplier is not easily found, it is recommended to use the Supplier Query and Request tool in Oracle Financials to perform one or more activities below:
- Search the database for active suppliers, including viewing specific supplier contacts and representatives
- View and request activation of inactive suppliers
- Update supplier/payee information
- Enter the Reference Original PO Number
The system confirms that the supplier name matches the supplier on the original PO Number. - Enter the Description of Change
- Select Add to Cart
- Select View Cart and Checkout
The Standard Capital Change Order template is used to make adjustments to Capital Equipment requisitions.
- Select Standard Change Order – Capital from the Request Type drop-down list
- Enter the changes desired to the Item Description including the original PO number
- Enter Quantity if applicable
- Change Unit of Measure if appropriate
- Enter Unit Price
- Enter the same Supplier Name as the original PO and tab out to view the supplier. The resulting supplier information should fill in the fields for Supplier. If the supplier is not easily found, it is recommended to use the Supplier Query and Request tool in Oracle Financials to perform one or more activities below:
- Search the database for active suppliers, including viewing specific supplier contacts and representatives
- View and request activation of inactive suppliers
- Update supplier/payee information
- Enter the Reference Original PO Number
The system confirms that the supplier name matches the supplier on the original PO Number. - Select Add to Cart
- Select View Cart and Checkout
DO NOT CREATE A LEASE CHANGE ORDER in Non-Catalog iProcurement!
The following four non-catalog request types require that a contract and amendment requests must be initiated and submitted using the SmartMart Contracts system in iProcurement. Procurement Services made this change due to the new procurement contracts process at Stanford:
- Standard Real Estate Lease
- Standard Equipment Lease
- Standard Real Estate Lease Change Order
- Standard Equipment Lease Change Order
DO NOT CREATE A LEASE CHANGE ORDER in Non-Catalog iProcurement!
The following four non-catalog request types require contract and amendment requests must be initiated and submitted using the SmartMart Contracts system in iProcurement. Procurement Services made this change due to the new procurement contracts process at Stanford:
- Standard Real Estate Lease
- Standard Equipment Lease
- Standard Real Estate Lease Change Order
- Standard Equipment Lease Change Order
The Standard Change Order – Subaward template is used to make adjustments to standard purchase orders for subawards.
- Select Standard Change Order – Subaward from the Request Type drop-down list
- Enter the changes desired to the Item Description
- Enter Amount
- Enter the same Supplier Name as the original PO and tab out to view the supplier. The resulting supplier information should fill in the fields for Supplier. If the supplier is not easily found, it is recommended to use the Supplier Query and Request tool in Oracle Financials to perform one or more activities below:
- Search the database for active suppliers, including viewing specific supplier contacts and representatives
- View and request activation of inactive suppliers
- Update supplier/payee information
- 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
- Select the Transaction Type from the drop-down
- Select Add to Cart
- Select View Cart and Checkout
For more information, see Subaward Resources. If this message is given: "You are not authorized to access this page", select Login available at the top right of the page.
You may assign the requisition/cart to another Stanford user in iProcurement from any of the shopping applications within iProcurement: Amazon Business, Non-Catalog Requisition, CardinalTemps and SmartMart Catalog Suppliers. For more information, refer to How To: Assign a Cart in iProcurement.
- Review and edit information in the Description field (if necessary) Requisition Description defaults to the first line item on the requisition to provide a clear explanation of the business purpose for purchase.
- Add justification information in the Note to Approver field
- Review/update delivery information:
- Need-By Date
- Requester
- Deliver-To Location (For more information, refer to How To: Change 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.
NOTE: 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.
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 menu.
- Review/update billing information:
- Project
- Task
- Award
- Expenditure Type
- Refer to Stanford’s Buy & Pay Guide for a list of common expenditure types.
- Search by using the Expenditure Type Lookup Tool (Launch Oracle and select the SU Inquiry Tools and Forms link).
- For Standard Capital Equipment purchases, refer to Common Expenditure Types for Property and Equipment.
- Expenditure Item Date
Alternatively, select pre-set billing information from the My Favorite drop-down menu and select Apply
You may:
- Change the allocation percentage
- Add multiple PTAs to one line
- Change the Expenditure Type for one line
- Scroll down to the product table below the Delivery and Billing sections
- Select the lines and select the Update button to change multiple lines at one time, or select the pencil icon under Update Line on the far right to make a change to an individual line
- Update Line Screen: Change the Description, Quantity, Unit of Measure, Unit Price or Supplier in the Update Line screen
- To change the allocation, select the plus sign to add a new line
- Replace the pre-populated PTAE information in the new line with the PTAE desired
- Enter the Percent, Quantity or Amount information to total 100% for lines selected Only the Percent, Quantity or Amount field needs to be entered. The other fields will populate automatically when you TAB out of the field you used. Entering percent amounts in decimal quantities is permitted, but the total percent must equal 100% before proceeding.
- Select the box next to Apply this Cost Allocation information to apply the allocation to all requisition lines in the shopping cart
- Select Apply to complete and return to the Edit and Submit Requisition page
- Review the requisition details in each line
- Select the box(es) of the line you want to edit
- Select the Update button to change the single PTA to another single PTA for all the lines selected (you can modify Need-By-Date, the Project, Task, Award or Expenditure Type).
- Select Copy to make exact copies of the selected lines
- Select Delete to delete selected lines
- 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 did not have an Expenditure Type, use the pencil icon in the Update Line column to add the Expenditure Type to a single line.
- If tax should not be applied to a particular line or if the Research Tax Credit should be applied, override by selecting the appropriate tax category from the Tax Category drop-down menu (for more information, refer to the Common Sales Tax Exempt Categories)
- Select the Guidance for Ensuring Price Reasonableness link to read the policy
- Select the box to acknowledge your compliance with Stanford's Price Reasonableness policy
If using the Standard Capital Equipment category, add the Department Property Administrator (DPA) as the first approver in the routing list .
Verify approvers
- Select the Manage Approvals button at the far right to update approvers if necessary
- Select the 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.
NOTE: You will see an order under Your Orders in Amazon Business even if the order is still pending approval. "This order is pending approval" will appear on the order indicating it has not been sent to Amazon for fulfillment. The order will remain in your order history for 7 days as "pending" until the approved PO is received from the procurement platform. If the approved PO is not received within 7 days from the checkout, the order will be canceled from your order history.
For orders $50,000 or greater after taxes and fees (includes additional funds added through this Change Order):
- Required: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form.
Purchasing will reject requisitions submitted without the necessary attachments. The most current version of the Single/Sole Source Justification form must be attached using the link above. Under $50,000
- Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form
Buyers see attachments to requisitions that are over $50,000 but Accounts Payable cannot see these attachments to the Requisition and these invoices 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).
- Select attachment type (File, URL or text)
- Enter a Title of the attachment (e.g., single/sole source justification form or a justification, competitive bids, confirmation of foreign shipment or proposal)
- Select Category for attachment from drop-down list (Buyer, Rush Payment, To Supplier or Will Call Check)
- Add next 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 (e.g., price per hour, total number of hours, price per deliverable, or lump sum pricing for the total amount of work) is fragmented across multiple pages of the proposal and/or Statement of Work, ensure all documents containing pricing information are also attached to the requisition.
- Select the Save, Submit or Return to Shopping button at the bottom or top right of the page
- Select Save to store requisition with an Incomplete status for a later submittal
- After approval, the change order is routed to Procurement – Purchasing Services. A buyer will make the changes as requested to the original Purchase Order.