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 Order Process.

If you need to change only the PTA (not the Expenditure Type) on a PO with remaining funds of $2,500 or less, refer to How to Change a PTA on an Approved Purchase Order

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). You can remove viewing certain PTA lines from OBI reports by suppressing commitments, see, How To: View and Suppress Commitments.   

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

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

Standard Change Order – Change Goods or Radioactives

The Standard Change Order template is used to make adjustments to non-catalog orders for goods or radioactives.

  1. Select Standard Change Order from the Request Type drop-down list
  2. Enter the specific changes desired into the Item Description 
    • It is possible to enter the change requests to:
      • Change a PTA or Move Funds From One PTA Line to Another Line 
      • Add funds 
      • Change one or more Expenditure Types
  3. Change Unit of Measure if appropriate
  4. Enter Unit Price
  5. Enter Supplier Item (optional)
  6. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  7. Enter the Reference Original PO NumberThe system confirms that the supplier name matches the supplier on the original PO Number.
  8. Enter the Description of Change
  9. Select Add to Cart
  10. Select View Cart and Checkout
Standard Change Order – Blanket or Service

The Standard Change Order – Blanket or Service template is used to make adjustments to standard purchase orders for services or consultants.

  1. Select Standard Change Order – Blanket or Service from the Request Type drop-down list
  2. Enter the changes desired to the Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  5. Enter the Reference Original PO NumberThe system confirms that the supplier name matches the supplier on the original PO Number.
  6. Enter the Description of Change
  7. Select Add to Cart
  8. Select View Cart and Checkout
Standard Change Order – Capital

The Standard Capital Change Order template is used to make adjustments to Capital Equipment requisitions.

  1. Select Standard Change Order – Capital from the Request Type drop-down list
  2. Enter the changes desired to the Item Description including the original PO number
  3. Enter Quantity if applicable
  4. Change Unit of Measure if appropriate
  5. Enter Unit Price
  6. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  7. Enter the Reference Original PO NumberThe system confirms that the supplier name matches the supplier on the original PO Number.
  8. Select Add to Cart
  9. Select View Cart and Checkout
Standard Change Order – Equipment Lease

The Standard Change Order – Equipment Lease template is used to make adjustments to non-catalog equipment lease purchase orders.

  1. Select Standard Change Order – Equipment Lease from the Request Type drop-down list for an equipment lease
  2. Enter the changes desired to the Item Description
  3. Enter Amount Amount should reflect the total of all cash payments associated with the changes under this requisition.
  4. Enter Supplier Item (optional)
  5. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  6. Enter the Reference Original PO Number The system confirms that the supplier name matches the supplier on the original PO Number.
  7. Enter the New Lease End Date (if applicable)
  8. Enter the Description of ChangePlease describe the nature of the lease change (for example, increase in amount due to extension of lease term or change in scope of lease, etc.).
  9. Select Add to Cart
  10. Select View Cart and Checkout

Attach any new or revised documents related to the lease

Standard Change Order – Real Estate Lease

The Standard Change Order – Real Estate Lease template is used to make adjustments to non-catalog real estate lease purchase orders.

  1. Select Standard Change Order – Real Estate Lease from the Request Type drop-down list for a real estate lease
  2. Enter the changes desired to the Item Description
  3. Enter AmountAmount should reflect the total of all cash payments associated with the changes under this requisition.
  4. Enter Supplier Item (optional)
  5. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  6. Enter the Reference Original PO NumberThe system confirms that the supplier name matches the supplier on the original PO Number.
  7. Enter the New Lease End Date (if applicable)
  8. Enter the Description of ChangePlease describe the nature of the lease change (for example, increase in amount due to extension of lease term or change in scope of lease, etc.).
  9. Select Add to Cart
  10. Select View Cart and Checkout

Attach any new or revised documents related to the lease.

Standard Change Order – Subaward

The Standard Change Order – Subaward template is used to make adjustments to standard purchase orders for subawards.

  1. Select Standard Change Order – Subaward from the Request Type drop-down list
  2. Enter the changes desired to the Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  5. Enter the Original PO Number
    1. Enter the following items:
    2. Subaward Increment Start Date                
    3. Subaward Increment End Date                
    4. Stanford Department                
    5. Stanford PI                
    6. Stanford Department Contact                
    7. Stanford Contact Email                
    8. Subrecipient PI                
    9. Subrecipient Subaward Contact                
    10. Subrecipient Contact Email
  6. Select the Transaction Type from the drop-down
  7. Select Add to Cart
  8. Select View Cart and Checkout

Visit Subaward Resources (including iProcurement Requisition Tutorial and Video) on the DoResearch website

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.

  1. 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.
  2. Add justification information in the Note to Approver field

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:

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.

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

You may:

  • 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 under Update Line on the far right to make a change to an individual line
  3. Update Line Screen: Change the Description, Quantity, Unit of Measure, Unit Price or Supplier in the Update Line screen
  4. To change the allocation, select the plus sign 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 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.
  7. Select the box next to Apply this Cost Allocation information to apply the allocation to all requisition lines in the shopping cart
  8. Select Apply to complete and return to the Edit and Submit Requisition page
     

  1. Review the requisition details in each line
  2. Select the box(es) of the line you want to edit
  3. 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).
  4. Select Copy to make exact copies of the selected lines
  5. Select Delete to delete 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 did not have an Expenditure Type, use the pencil icon in the Update Line column to add the Expenditure Type to a single line.
  7. 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)
  8. Select the Guidance for Ensuring Price Reasonableness link to read the policy
  9. Select the box 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, Standard Lease Equipment or Standard Change Order – Equipment Lease categories.

  1. Verify approvers
  2. Select the Manage Approvals button at the far right to update approvers if necessary
  3. 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.

All Standard Lease Equipment or Standard Change Order – Equipment Lease changes or modifications should go to Procurement Services – Purchasing Services.

All Standard Lease Real Estate and Standard Change Order – Real Estate changes or modifications should go to Land, Buildings & Real Estate.

For orders $25,000 and over:

Purchasing will reject requisitions submitted without the necessary attachments.

Under $25,000:

  • Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form
     
    1. Select Add Attachments to attach backup documentation (doc, pdf, xls, jpeg, etc.)
    2. Enter a Title of the attachment (e.g., single/sole source justification form or a justification, competitive bids, confirmation of foreign shipment, lease agreement or proposal)
    3. Select Category for attachment from drop-down list (Buyer, Rush Payment, To Supplier or Will Call Check)

Buyers see attachments to requisitions that are over $25,000 but Accounts Payable cannot see these attachments to the Requisition. Rush Payment requests and Will Call Check requests are only viewed by Accounts Payable when the invoice is uploaded via Requisition and PO Query and 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).

  1. Select attachment type (File, URL or text)
  2. Enter the file path, URL or text message
  3. Select Add Another to immediately 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.

 

  1. Select the Save, Submit or Return to Shopping button at the bottom or top right of the page
  2. Select Save to store requisition with an Incomplete status for a later submittal
What Happens Next?
  • After approval, the change order is routed to Procurement – Purchasing Services. A buyer will make the changes as requested to the original Purchase Order.
Last Updated: Jul 15, 2022

Questions?

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