Adding and Updating Change Orders

The Change Orders selection page is the central page used with the Change Orders option. In this page, you can:

Search for and list change orders.
Initiate the procedure for adding a new change order.
Update line items for an existing change order that is pending approval.
Print change orders.

This topic includes the procedures for adding and updating line items for a change order. Three change order pages are used in these procedures: Change Orders selection, Change Orders header, and Changer Orders Detail.

Menu Path: Purchasing > Entry & Processing > Change Order Processing > Change Orders

Note

You can only update purchase orders that have already been encumbered and posted to Fund Accounting. To update other purchase orders, use the Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders option.

Action Bar Items

Set Period	Enables you to change fiscal year, accounting period, or transaction date for a function where the current year, period, and date do not apply. This action item displays when you first display the Change Order selection page. For details, refer to Reset Period.
Print Change Orders	Enables you to print selected change orders. This action item displays after you search for and list change orders in the Change Orders selection page. For details, refer to Print Change Orders.
Approval Status	Enables you to view the approval status for each level of approval that applies to a purchase order line item. This action item displays after you list line items in the Change Order header page or display a line item in the Change Orders Detail page.
Tax Rate	Enables you to set the sales tax and use tax rates for a change order. This action item displays after you display a line item in the Change Orders Detail page. For details, refer to Taxes Page.
Insert Row	Enables you to add a row for distributing a line item's charges in Fund Accounting. This action item displays after you access the Charging Information section for a line item in the Change Orders Detail page.
Delete Row	Enables you to remove a row from a line item's distribution charges. This action item displays after you access the Charging Information section for a line item in the Change Orders Detail page.

Adding a change order

Display the Change Orders selection page.
Click Add New. The Change Orders header page displays.
In the Purchase Order field, enter the number of the purchase order being changed.
When you enter a valid purchase order number, order's values default to the page.
Add or change data in the Vendor and Delivery tabs as needed.
To display the purchase order's line items, click OK.
To display the Change Orders Detail page for a line item, select the item, and then click OK.
In the Pricing Adjustments tab, change the following fields as needed: Quantity Adjustment, Price Adjustment, Trade-in/Discount, and Tax Adjustment.
For details on these fields, refer below to the field descriptions for the Change Orders Detail page.
Click OK to access the Charging Information section.
In the Amount fields, distribute the value from the Total Adjustment field.
You also can distribute the costs to additional budget units/accounts by using the following Action Bar items:
Insert Row - to add a new budget unit/account for distributing the adjustment.
Delete Row - to delete a budget unit/account that you do not want to use.
When you distribute the full adjustment, click OK in the Amount field to complete the line item's change order.
Repeat Steps 6-9 to change another line item.
Click Save to save the change order and route it for approval.

Updating a change order

You can only update a change order where the Item Status is not X-Posted. Usually, this only occurs if the change order has been routed for approval.

Display the Change Orders selection page.
Select the purchase order you want, and then click OK to display the Change Orders header page.
Follow Steps 4-12 of the previous procedure.

Fields

Following are descriptions of the fields in the Change Orders header and detail pages.

General Section

Use this section to identify the change order's source purchase order.

Fields	Description
General Section	Use this section to identify the change order’s source purchase order.
Purchase Order	Number identifying the purchase order you want to change. Change orders can only reference purchase orders that have been encumbered and posted in Fund Accounting. Required for adding or viewing a change order.
Change	System-generated number that combines with the Purchase Order number to identify the change order record. Display only. The system determines this number based on how many previous change orders exist for the purchase order you selected. For instance, if the purchase order has no change orders, the system assigns a value of 1.
Status	Setting indicating whether the change order has been printed: Y - Printed - Indicates the change order was previously printed. C - Complete - Indicates the change order has not been printed.
Change	System transaction date when the change order was created. The field defaults the date from the Fund Accounting Profile, unless the transaction date was changed using Set Period on the Action Bar.
*Approval Code*	Approval group from the source purchase order. The field’s title is defined in the Fund Accounting Profile.
Blanket	Checkbox indicating whether the source purchase order is an open, continuous purchase order used for unspecified future purchases. The field is selected if the change order references a blanket purchase order. Otherwise, it is blank.
Contract	Checkbox indicating whether the source purchase order is based on a contractual agreement, such as a service contract or equipment lease. The field is selected if the change order references a contractual purchase order. Otherwise, it is blank.
Confirming	Checkbox indicating whether the source purchase order is a confirmation of a previously placed order, such as to confirm an order initially placed by phone. The field is selected if the change order references a confirming purchase order. Otherwise, it is blank.

Vendor Tab

Use this tab to enter date information for the change order. If the change order does not require dates different from those with the source purchase order, you can keep the system defaults.

Fields	Description
Vendor	Vendor code from the source purchase order. Display only.
Issued	Date the change order was issued. The field defaults the date when the source purchase order was issued. You can change this, if you want to apply a different date to the change order. Optional.
Required	Date when the ordered items are required. You can associate a unique date with the change order, or you can keep the default date from the source purchase order. Optional.
Expires	Date when the change order is no longer valid. You can keep the default date from the original purchase order or enter a new date. Optional.
Vendor Address	Vendor's ordering address, as it defaults from the source purchase order. Display only.

Delivery Tab

Use this tab to enter shipping, contact, and encumbrance information. The Ship To and Encumber fields are required, while the other fields are optional.

Delivery Information Section

Fields	Description
Terms	Payment terms, such as 2% 10/Net 30, Cash, or COD. Character/35
Freight	Shipping method, such as Motor Freight or UPS. Character/35
Description	General description of the change order to appear in displays and printouts. The description is also used by Fund Accounting for all transactions related to the change order. The system inserts the default description of CHANGE ORDER - * # * with the # symbol representing the value in the Change field. If needed, you may enter a different description. Character/25
Buyer	Person or department associated with the source purchase order. If needed, you may change the default. Character/35
Attention	Title, name, or department indicating where the shipment should be directed once it is received. If needed, you may change the default. Character/35

Ship To Address Section

Fields	Description
Ship To	Code identifying the location where items should be delivered. If needed, you may change the default by selecting another ship-to code.
Encumber	Determines whether to encumber the change order's item costs in Fund Accounting. The default is determined by the Fund Accounting Profile's Purchasing Encumbrance Flag field. You can change this, if needed. However, you cannot change the setting to N - Do Not Encumber. Select: Y - Post Encumbrance - to update Expenditure and Project Ledger encumbrances when the purchase order's items are posted. R - Allow To Be Reviewed - to send encumbrance amounts to Batch Encumbrances in Fund Accounting when the purchase order's items are posted. You then can review the encumbrance amounts before posting them to the appropriate ledger accounts. N - Do Not Encumber - to prevent the purchase order items from being encumbered in Fund Accounting. The field's default value is set in the Fund Accounting Profile's Purchasing Encumbrance Flag field.

Fields

Description

Ship To

Code identifying the location where items should be delivered. If needed, you may change the default by selecting another ship-to code.

Encumber

Determines whether to encumber the change order's item costs in Fund Accounting. The default is determined by the Fund Accounting Profile's Purchasing Encumbrance Flag field. You can change this, if needed. However, you cannot change the setting to N - Do Not Encumber.

Select:

Y - Post Encumbrance - to update Expenditure and Project Ledger encumbrances when the purchase order's items are posted.

R - Allow To Be Reviewed - to send encumbrance amounts to Batch Encumbrances in Fund Accounting when the purchase order's items are posted. You then can review the encumbrance amounts before posting them to the appropriate ledger accounts.

N - Do Not Encumber - to prevent the purchase order items from being encumbered in Fund Accounting.

The field's default value is set in the Fund Accounting Profile's Purchasing Encumbrance Flag field.

Change Orders Detail Page

To display this page, click OK in the Change Orders header page, select a line item, and then click OK again.

Pricing Adjustments Tab

Use this tab to enter adjustments to a line item's costs. Keep in mind that you are entering values to add or subtract from the item's original figures For example, to reduce an item's quantity by 5 units, enter -5.00 in the Quantity Adjustment field.

Fields	Description
Quantity Adjustment	Enter the number of units to add or subtract from the original quantity. For example, to reduce the quantity from 10 to 7 units, enter -3.00.
Price Adjustment	Enter the dollar-and-cents amount to add or subtract from the original per unit price. For example, to reduce the per unit price from 5.00 to 4.50, enter -0.50.
New Extended	Recalculated extended amount for the line item. The system uses the following formula to calculate the amount: (Original Quantity + Quantity Adjustment) x (Original Unit Price + Price Adjustment)
Trade-in Or Discount	Enter the dollars-and-cents amount to add or subtract from the original trade-in or discount value. For example, to reduce the discount from 10.00 to 8.00, enter -2.00.
Shipping Adjustment	Positive or negative adjustment to the shipping amount. This field can only be accessed when the purchase order line item entered for the change order has the Shipping Charge field checked.
Tax Adjustment	System-calculated tax adjustment amount. You can only change the line item's taxes in the Taxes page. Click the Tax Rate item to display the Taxes page for changing the item's sales or use tax rate. Enter the new Sales Tax or Use Tax as a decimal (5% = 0.0500). Press <Tab> in the Use Tax field to display the Confirm Tax Values window, and then click Yes. For more information, refer to Taxes Page.
New Total	Recalculated total price for the line item, taking into account changes to the extended amount, trade in/discount amount, and tax amount.
Total Adjustment	The system calculates the adjustment value as follows: New Total - Original Total Price = Total Adjustment The adjustment amount must be distributed in the Charging Information section.

Charging Information Section

Use this section for one of the following purposes:

To distribute adjustments to the line item's total cost.
To update the original account distribution for the line item, for example, by adding another budget unit/account or shifting charges between accounts.

You can only enter one of these changes in a particular change order. To enter both types of changes, add separate change orders. To access the section, complete the fields in the Pricing Adjustments tab, and then click OK.

Fields	Description
*Budget Unit*	Budget unit for the line item charges. The field's title is defined in the Fund Accounting Profile.
Account	Account number for the line item charges. There must be a ledger record tying the account to the budget unit.
*Project Code*	Project code for the line item charges, if allocating to a project. The field's title is defined in the Fund Accounting Profile.
Account	Account number for charging the project expense. The combined project/project account must exist in the Project Ledger.
Remain Bal(ance)	Balance remaining between the line item's original and adjusted charges. For example, if the original charge of 50.00 was reduced by 10.00, the remaining balance is 40.00.
Amount	Amount required to adjust the distribution charge, based on the original charge and remaining balance. For example, if the charge was reduced from 50.00 to 40.00, the distribution adjustment is -10.00.
Total Charge	Total of all amounts in the Charging Information section's Amount column. The field's value must equal the amount in the Pricing Adjustment tab's Total Adjustment field.