Making Changes to an Approved Purchase Order

This Job Aid shows how to make changes to a Purchase Order, also known as a Change Order, in COMMBUYS.

Overview 

A Change Order allows users to update an approved Purchase Order (PO) including a Statewide or Departmental Contract. Change Orders are available after a PO has completed its entire Approval Path and is in the Ready to Send or Sent status. The original purchaser, their Basic Purchaser Supervisor, or the Department Access Super User are able to make changes. Change Orders are not allowed on Government-to-Business (G2B) PunchOut orders. 

Launching COMMBUYS

1. Launch COMMBUYS
2. Select Sign In
3. Type User ID and Password
4. Select Sign In

Locating the Purchase Order 

There are two ways to locate the Purchase Order: using the Advanced Search or selecting the Purchase Order icon. 

Using the Advance Search Box 

1. Select Advanced by the COMMBUYS general search box 
2. Choose Purchase Orders or Blankets from the Select Document Typedropdown  
3. Type search criteria to locate the document that requires a change 
4. Select Search 
   1. Use the columns to sort the results 

Using the Purchase Order Icon  

1. Select Purchase Orders
2. Select the Ready to Send or Sent status tab to refine results  
3. Use the columns to sort the results 
   1. Results automatically default to ‘View Mine’ 

Selecting the Document 

1. Select the linked PO Number to open the Purchase Order  
2. Select the Change Orders tab from the tab menu 

Completing the Change Orders Tab 

1. Select Create Change Order  

Editing the Purchase Order 

The Change Order opens to the Items tab.  

1. Select the Number in the Item # column to make changes to a specific item 
   1. Changes may be made on several tabs including the General tab 
2. Select Save and Continue 
3. Select the Summary tab once all changes have been made 

Completing the Summary Tab 

The Summary tab provides a recap of the changes made to the PO.  

1. Type a comment in the ‘Comment for the whole Change Order’ field 
2. Review the Change Order details 
   1. If applicable, select Bilateral Change Order Enabled (Approval by Vendor will be required)  
3. Select Save and Continue  
   1. If applicable, Delete Change Order  
4. Select Submit for Approval to submit the Change Order Purchase Order 
   1. No Approval Path Appears 
      1. Select Automatic Approval 
      2. Select Save and Continue 
      3. The status updates to Ready to Send 
   2. Automatic Approval Path Appears 
      1. The default approval path displays, or the purchaser is given the option to select an alternate Approval Path 
      2. Select Save and Continue 
      3. COMMBUYS generates an email to the purchaser when the approval is complete 

Applying the Change Order 

Once the Change Order is approved, it will be in a Ready to Send status. 

1. Locate your Purchase Order and select the Change Orders tab 
2. Select Apply/Delete Change Order 
3. Select Apply Change Order 
   1. The change order is now in Sent status