Skip to Main Content

PO Modifications

Overview

BruinBuy Plus’ Change Request (CR) functionality allows you to modify an open purchase order (PO). Common Change Request scenarios include:  

  • Adjusting the price or quantity on an existing order
  • Modifying FAU information
  • Updating product descriptions
  • Renewing an existing agreement via a Period of Performance extension* 
  • Renewing an existing software subscription*
  • Extending services within the same Scope of Work (SOW)*
  • Expanding a project’s SOW*
  • Enabling declining balance functionality**
change requestnew po
PRO: Directly links the Change Request to the associated PO and requisition, improving record access and continuity.  PRO: Reduces PO complexity, making it easier to manage.  
PRO: Simplifies the renewal / extension process and prevents the vendor from accidentally using an outdated PO number. PRO: Minimizes the possibility of inaccurate General Ledger (i.e., encumbrance) data.  
CON: Modifying a PO can make it more complex and difficult to manage. CON: Does not link the new PO with the old PO, causing issues with record access and continuity.  
CON: Change Request limitations may result in inaccurate General Ledger (i.e., encumbrance) data. (see System Limitations section). CON: May cause the vendor to accidentally use an outdated PO number on invoices. 

System Limitations

Change Requests are a great tool, but they have their limitations.

  • Modifying fully or over-invoiced lines may result in encumbrance issues – departments edit these lines at their own risk.  
  • Completing a Change Request does not retroactively update existing invoices.
  • Only one CR can be in progress at a time. You cannot create multiple draft CRs for the same order, nor can you initiate a new CR while another is still pending.
  • Not all transactions support Change Requests:  
support change requestsdo not support change requests
  • Ricoh catalog orders
  • Purchase Request form POs
  • Educational Media form POs
  • Non-Cash Gift form POs
  • Catering, Conferences, & Events form POs
  • Specialized Order form POs*
  • DGSOM LVO form POs* 
  • Catalog orders (excluding Ricoh)
  • Subawards and subcontracts
  • After-the-Fact form POs
  • Legacy POs
  • Closed POs
  • Direct Pay form submissions
  • Payment for Shipping Invoice form submissions
  • Request for Proposal (RFP) form submissions 

*only available to select users

REMINDER: Change Requests cannot be used to modify a subaward or subcontract PO. Use the Subaward / Subcontract Amendment Form instead.  

scenariosystem behavior
PO line is partially invoicedChange Request is accepted but edits to invoiced quantities or amounts will not apply retroactively.
PO line is fully invoiced or over-invoicedChange Request may cause encumbrance issues.  

Approval Workflow

Once submitted, CRs route through the applicable approval workflows. If a CR does not increase a purchase order’s dollar value, it may bypass select central office reviews.

statusdefinition
DraftThe Change Request has been created but not yet submitted. Only those with access to the associated PO can see draft CRs. 
CancelledThe draft Change Request was cancelled due to another CR being created. 
PendingThe Change Request is still in approval workflow. 
WithdrawnThe Change Request was submitted and then withdrawn by the submitter. 
Returned to RequisitionerThe Change Request was returned to the submitter for correction and resubmission. 
Rejected The Change Request was rejected (see Comments for details) and cannot be resubmitted.  
CompletedThe Change Request has completed approval workflow, and the changes are now reflected on the PO. 

FAQs

If the Create Change Request (+) icon is not visible on a PO’s Change Requests tab, it means the PO is not eligible for a Change Request. This typically occurs when:  

  • The PO is soft closed or closed
  • The PO was created using a form type that does not support changes (see System Limitations section of this web page)  
  • The PO is a migrated legacy order  

If your PO is not eligible for a Change Request and updates are still needed, you will need to create a new PO or pay via PCard (if allowable). 

This happens when you add a new line to a PO with overridden distribution. Submit a ticket for assistance.  

Change Requests cannot be used to modify a subaward or subcontract PO. Use the Subaward / Subcontract Amendment Form instead. 

Modifying fully or over-invoiced lines may result in encumbrance issues – departments edit these lines at their own risk.