Before You Start . . .

• The Change Purchase Order/Business Agreement (CO) document allows a DaFIS user to request changes to a Purchase Order/Business Agreement (PO) issued by Purchasing or Business Contracts. The CO eliminates the need to e-mail Purchasing or Business Contracts with requested changes.
• Changes that can be requested to a PO include item quantity changes, item deletions, and item additions. The CO can also be used to request an extension to the term, cancel, close, or re-open a PO.
• A note must always be added to the CO, indicating why the CO is being processed. Contracting Services needs this information in order to approve the CO.
• COs automatically route to the account manager(s) and and special condition route to the Purchasing/Business Contracts workgroup for review before being fully approved.
• To assist CO reviewers, changes are highlighted on the CO in routing:
  • Deletions are highlighted in red. A button will appear when items have been deleted; the reviewer can click on the button to review the deleted information.
  • Additions are highlighted in green.
  • Other changes are highlighted in blue.
• Note: Account changes cannot be made on the CO. They should continue to be made on the Redistribute Purchasing Liens (RPL) document. The RPL should be processed after the CO has been fully approved (routing status A)

1. Select the Change Purchase Order/Business Agreement document from the Purchasing group on the Document Selection screen.
2. Enter the PO number for which you would like to issue a change order.
3. Select the type of change you would like to make using the Change Order drop-down menu.
4. Most of the fields on the front screen of the CO can be modified, unless a cancel or close option is selected. Fields that can be modified include all fields in the header section, except for those that are grayed out and the Explanation and Emergency Req indicators. The vendor information cannot be modified. In the Organization section, most fields are modifiable with the exception of the business and tech contact information.
5. Click on Items in order to access the Item Information screen and make any needed changes to the fields or to insert or delete any item lines.
6. Click OK on the Item Information screen to return to the main screen.
7. To extend an agreement term or to modify the dollar limit, click on Agreement in order to access the Agreement Details screen and make any needed changes. If you wish to add an additional organization to the agreement, enter the organization code on the Agreement Details screen. Note: This will not delete any of the organization codes already assigned to the agreement, it will simply add that organization code and any subordinate organizations that report directly to it to the agreement. If you need to delete any of the organization codes from the agreement, add a note to the CO indicating which organization codes should be removed.
8. Click OK on the Agreement Information screen to return to the main screen.
9. Click OK on the main screen to approve and route the document.

This site maintained by UC Davis Accounting & Financial Services Have questions? Need help? Use our Help Request Form. © UC Regents, Davis campus. All rights reserved.