Change Request Form Instructions

This form applies to both requisition forms and purchase orders

DATE SUBMITTED: Enter the date you submit the Change Request for departmental approvals. This date generally is not the actual date submitted to Purchasing.

CHANGE REQUISITION OR PURCHASE ORDER: Check appropriate Box – either requisition or purchase order.
Write in Requisition number or the Purchase Order number.

PHONE: Enter telephone number that can be used for questions and/or follow up.

APPROVAL: This line is for the signature of the appropriate administrator or fiscal officer.

CANCEL REQUISITION/ PURCHASE ORDER ENTIRELY: Check this box to cancel the requisition or purchase order.

CHANGE FOB POINT TO READ AS FOLLOWS: Check to add, change or cancel shipping destination charges or the method of accounting thereof (e.g. change from FOB Destination to FOB Destination Prepaid and add). Enter the revised charges. Entries on this line will normally necessitate changes to the PO amount. See CHANGE REQUISITION/PURCHASE ORDER AMOUNT AS FOLLOWS.

CHANGE VENDOR NAME TO READ AS FOLLOWS.: If a vendor cannot provide per the purchase order, complete this box to identify a vendor you wish to place the order with.
If a vendor changes their name (i.e. having been bought by another company), written documentation must be received from the vendor upon which an “Assignment” will be processed. Enter the name of the company, a complete address and telephone and fax number (with area codes). The “contact” should be an individual who is familiar with the order.

CHANGE DEFAULT CHARTFIELD INFORMATION: If the chartfield information on the original requisition or purchase order was set as a default and now needs to be changed, enter the new default chartfield information here.

CANCEL LINE ITEM NO(s): Self-explanatory. Enter the line number(s) to be cancelled. This kind of entry will normally require changes to the PO amount.

ADD NEW/CHANGE LINE NO(s): Using the line boxes below, enter a new Line Number, Description, Quantity, Unit of Measurement, Price and Tax information and Category if known. Enter chartfield or account information and any delivery Schedules or distributions. The completed box should indicate how the new or changed line SHOULD READ.

INCREASE/DECREASE REQUISITION/PO BY $________ OR FROM $_______ to $___________: Indicate the dollar amount the source document will be increased decreased as well as the new total. This will be used to double check the total amount of the changes.

OTHER CHANGES: These lines are used to identify other changes not identified above or to make comments regarding the reasons for the requested changes.

NET CHANGE: Indicate the net dollar amount change for the entire “Change Order Request.” Indicate whether it is an increase or decrease. This is for the benefit of the fiscal officer for Departmental tracking purposes.