Purchase Order Change Request Form Instructions

Change orders are required when modifying a purchase order (PO) that exceeds departmental delegation limits. They cannot be processed for POs within departmental delegation or POs placed against a contract. For guidance on modifying POs that fall within delegation limits, refer to How Do I Handle Change Orders.

To submit a change request, complete all fields in the top section of the Purchase Order Change Request Form using information from the PO record in HokieMart. Ensure that the accounting details and current total reflect the most up-to-date information.

The following attributes can be changed on a purchase order:

• Adjusting a line-item cost (increase or decrease)
• Modifying a line-item quantity (increase or decrease)
• Adding or removing a line item
• Updating line-item text
• Editing external notes
• Adding a contract number
• Changing the ship to address
• Updating shipping or payment terms
• Modifying funding or account information for the entire PO or specific line items

Change orders cannot be used to change the supplier on a purchase order.

List any line-item modifications in the designated section of the form. If other changes do not affect line items, describe them in the Reason for Change section.

Before submission, the form must be signed by a department level approver. Completed forms should be sent to the Procurement Buyer in an editable format for processing.