change order processing - oregon state university · change order processing. 4. revise an existing...

CHANGE ORDER PROCESSING

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Change Order ProcessingTypes of Change Order Requests include:

Increase Dollar Amount: Exceeds the $5K, $25K, or $150K dollar thresholds To accommodate new scope of work or additions to an existing order Decrease Dollar Amount: Changes to existing SOW or to cancel unnecessary line items Change Accounting Information: Change or add new Index or FOAPAL elements Change Purchase Order Text: Add line item detail, add supporting documentation, or make edits to SOW

or line product descriptions

Note: Enabled Vendor Activity (Punchouts or Catalog Orders) cannot be changed. A new order must be submitted

Let’s Get Started1. Login to BennyBuy using your ONID ID and password.2. From the BennyBuy home page, click on the Documents tab on the left side panel. Select Search

Documents under Document Search.

3. Once you select Search Documents, you will encounter a Simple Search menu. Select Purchase Ordersfrom the All Documents drop down menu. Use the search bar to enter a single search term (i.e. PO number,supplier name, product information, etc.) and the All Dates drop down menu to refine your search based on aspecific date range. Click Go. Alternatively, you can also select My Purchase Orders underneath the searchbar to find a previously submitted PO.

4. Find the desired purchase order from the list of search results. To open, click on the PO Number.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

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5. Once the PO is opened, click on the Purchase Order tab located on the left side panel to view purchase order details.

Change Index and FOAPAL Elements1. Under the Purchase Order tab, select Accounting Codes and click Edit in the upper right corner of the

screen.

2. In the Accounting Codes screen, make the appropriate changes to the Index and FOAPAL information and click Save.


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Change Index and FOAPAL Elements3. After you return to the Accounting Codes screen, click on Document Actions located in the upper right

corner of the screen and select Finalize Revision.

4. The Finalize Revision dialogue box will appear. Specify a reason for the PO revision in the open text box and check the box next to Distribute PO. Distribute PO will send a change notification to the supplier. ClickSave to close.

5. You will see a confirmation that your change order request has been submitted. Click Close.


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Revise an Existing PO Line1. Under the Purchase Order tab, select General Information and scroll down to the Product Line

Description. Open the Non-Catalog Request Form by clicking on the Form Name.

2. Once the Non-Catalog Request Form is opened, make the appropriate edits and attach supporting documentation for the PO revision. After you have finished updating the form, scroll up to the top of the page and select Save from the Available Actions drop down menu. Click Go.


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Revise an Existing PO Line3. You will receive a confirmation that the changes have been made. Click Close to return back to the PO.

4. Once you have returned to the General Information screen, you should now see the update PO line(s). Scroll up to the top of the screen and click on Document Actions and select Finalize Revision.

5. The Finalize Revision dialogue box will appear. Specify a reason for the PO revision in the open text box and check the box next to Distribute PO. Distribute PO will send a change notification to the supplier. ClickSave to close.

6. You will see a confirmation that your change order request has been submitted. Click Close.

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Add a New PO Line1. Under the Purchase Order tab, select General Information and scroll down to the Product Line

Description. Open the Non-Catalog Request Form by clicking on the Form Name.

2. Once the Non-Catalog Request Form is opened, update the purchasing details with the new PO line information and attach supporting documentation. After you have finished updating the form, scroll up to the top of the page and select Add to PO Revision from the Available Actions drop down menu. Click Go. Note: When updating the Non-Catalog Request, be mindful of the PO Number and Supplier.


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Add a New PO Line3. The Document Search window will open. Enter the PO Number you wish to add the additional line item to. If

you do not know the PO Number, use the Document Search filters and click Search.

4. The document search results will appear. Click the radio dial alongside the appropriate PO Number and click Add to PO.


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Add a New PO Line5. A confirmation message will appear at the top of the page. Click Close to return back to the PO.

6. Once you return back to the purchase order, refresh the page to view the additional line items


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