Purchasing

Add PO Line

New lines may be added to existing POs for the following reasons:

• An item may be canceled or discontinued and need to be replaced by another item
• A modification is added to a subagreement
• Additional work orders are added to a construction project due to unforeseen project conditions
• A new service period is added and is a continuation of an existing two-party agreement
• Items or services ordered by department were left off the original PO

New lines may NOT be added to existing POs:

• To avoid after the fact audits
• For newly ordered items not delivered with the original order
• The addition puts the PO over a quote or bid threshold

Procedure:

1. Requester changes the requisition origin from ONL to ADD
2. Requester enters the rest of the requisition information as usual including any necessary documentation, quotes, contracts, etc.
3. Requester adds a requisition header comment requesting that the line be added to a specific PO, giving the PO number and the justification for the addition
4. Requester process requisition approval as usual
5. Purchasing Agents review the requisition
6. Purchasing Agents approve the requisition
7. If not approved, PAs advise department
8. Purchasing Agents copy the requisition into the existing PO and saves it
9. Purchasing Agents change the status of the PO from Open to Approved and save it
10. PO Change order reprints as usual