CHANGES TO A PURCHASE ORDER
It is sometimes necessary to make changes to a purchase order (PO) after the order has been sent to the vendor and before the PO has been closed.
Some reasons for changes are:
- Price has changed.
- Description has changed.
- Part # is wrong.
- Vendor can no longer supply one or more of the items.
If a change order is required, the following steps should be taken:
- Department sends to Procurement an email, fax or written note giving the details of the change. This should include the PO#, vendor name, the change and the reason for the change.
- If the additional encumbrance is more than $20.00, approval for the expenditure must be obtained from the department account manager.
- Procurement will make the change on the SUNY purchase order system, reprint the purchase order and resend copies.
Please note that a change order cannot be completed after the order has been received and paid for.
Questions? Call Procurement Services at 878-4113.