Request PO Change or Cancellation
This is a summary of the procedure for requesting a purchase order (PO)
change or cancellation. Click here
for the complete procedure.
The originating department will take the initial step to request PO
modification. To communicate the request to Purchasing, the originating
department will modify the requisition originally used to request the
PO and submit the request through the workflow approval process. However,
the status of the requisition must first be changed by the Purchasing
Department to allow modifications. To request a change in the requisition
status, forward the request via e-mail to the buyer who created the PO,
requesting that the requisition used as the basis for the PO be changed
to allow for the processing of a PO modification request. Follow the steps
below to effect the change to the PO.
STEP 1: Department Action: Contact the buyer via e-mail
to request the status of the requisition used to create the PO be changed.
The e-mail should also include the reason for requesting the change, the
requisition number and the PO number.
STEP 2: Purchasing Department: Take appropriate IRIS
action then reply to the e-mail received from the department in Step 1
indicating that the requisition status has been changed and that the department
can proceed to make their request for PO modification.
STEP 3: Department Action: Using the ME52 Change Requisition
command, request that the PO created in reference to the requisition be
changed. In the short text field of line item 001 of the requisition,
in CAPITAL LETTERS, change the short text to read CHANGE PO (PO Number).
Change the material group in line item 001 to 99. Then enter the requested
PO change and the reason for the PO change request in the long text field
of the Buyer Instructions text.
Note: Always include the PO number in short
text field and in the reason for PO modification in the Buyer Instructions
text.
These are the only changes needed; now click on Save.
STEP 4: Department Action: Using the ME 54 Individual
Release command, release the requisition using the release code A. This
action will release the requisition and cause a workflow to be sent to
the approver who will in turn approve or reject the request for PO modification
request.
STEP 5: Approver Action: From the Office In-Box, the
approver should review the request to change the PO then approve or reject
the change.
STEP 6: Purchasing Department Action: The buyer will
take the necessary steps to make requested modifications to the requisition
and to the purchase order.
To view more complete instructions for requesting Purchase Order modification
or cancellation, click here.
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