Purchase Order Amendment (POA) | Cornell University Division of Financial Services (2024)

The Purchase Order Amendment (POA) e-doc is created when you amend a purchase order (PO) and is based on the existing PO. The e-doc layout of the POA e-doc is identical to that of the original PO, with the addition of a notation in the e-doc headerregarding status. A notation also displays at the top of the PO e-doc: "Warning: There is a pending action on this Purchase Order."

Roles and Access Rights | Business Rules | Workflow

Roles and Access Rights

Requestor(not a system role):Anyone in the units who would be ordering goods and services.

Initiator:

• Can validate that the line-item receiving (RCVL) or POA is appropriate according to university business rules
• Can provide or request the data required to successfully fill out and submit the RCVL/POA e-doc
• Responds to any follow-up questions and confirms that there is a valid business reason for processing the RCVL/POA e-doc

Other Roles:

• C&G processor (applies to POA)
• Commodity reviewer (applies to POA)
• Contract manager (applies to POA)
• Org reviewer (applies to POA)
• Payment authority (determined based on routing; currently under analysis)
• Internal:To determine if receiving is necessary, define a role in your unit that is responsible for checking status daily

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Business Rules

• The PO must be in Open status.
• Only requisition (REQS) initiators, fiscal officers (FOs), and individuals with the purchasing processor role may initiate a POA.
• POAs are always external to the vendor; there are no "internal change orders."
• If there are payment requests (PREQs) or vendor credit memos in process, the Amend button is not displayed.
• The system adds a note with: date the amendment was started, person who started the amendment, information entered on the confirm page, and previous e-doc number.
• If PREQs or vendor credit memos have been processed, the Receiving Required field cannot be changed.
• If PREQs or vendor credit memos are pending, the existing line items cannot be changed.
• Fiscal year cannot be changed.
• Contract manager cannot be changed.
• Item type cannot be changed (from QTY to NON QTY, or, NON QTY to QTY).
• Before the order has closed, new line items can be added.
• There must be at least one active line item when the Submit button is selected.
• During the amend process, the original PO e-doc (i.e., before the amend button is selected) will have e-doc status of pending amendment, and the newly created e-doc will have change in process status. After the amendment has been submitted, the original e-doc status changes to retired version and the amendment's status changes to Open.
• Users are not allowed to create RCVL e-docs, PREQs, or vendor credit memos against a PO that has a pending amendment.
• Do not add capital asset items on a POA; recommended procedure is to create a new PO for the new item.
• A POA should not be used for the sole purpose of changing an account; however, if a new line item is being entered and it is discovered that an account(s) needs to be changed, it is acceptable to change an account when adding the additional line item.Procedure:Use the "remove accounts from all items" button on the Items tab, and then enter the correct accounts.

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Workflow

Download Purchase Order Amendment Workflow (PDF, 297 KB)

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