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There are situations where an existing purchase order must be adjusted. The adjustment may be an increase, decrease, description change or change in funding source. Only Financial Services employees with the Buyer security role are able initiate a change to a purchase order. By utilizing this service finance employees with Buyer security role will be able to make requested PO adjustments and changes.
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Once a purchase order is finalized, PO owners can no longer upload additional documents. Financial Services employees with the Buyer role are able to upload supporting documents to a PO. Examples of attachments include updated quotes, Special Expense Forms, 16A/C Documentation, internal email documentation, contract amendments, etc.
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Use this service to request a purchase order be closed. When a purchase order is closed, any remaining encumbered funds are released back to the program or grant to be used for another purchase. Purchase orders need to be closed for a number of reasons. Here are some examples:
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Purchase order has incorrect supplier ID, and a new requisition and PO must be created
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The department decides they are no longer going to work with this vendor
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All items have been received, and the remaining funds can be released.
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The fiscal year is ending, and no further invoices will be applied to the purchase order.
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You can also use this service to request Financial Services to upload a Certificate of Insurance to a contract in Marketplace.
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Employees are eligible to request this service. Approval is not needed to request this service, as cost center managers review the change order through the Workday approval queue.