iBuy - Completing the PO Change Request Form

The PO Change Request can be submitted for the following changes:

• Add a new line
• Add External Notes or Attachments
• FOB Code
• Non-Standard Payment Terms
• PO Owner
• Product description
• Quantity
• Remove a line
• Reopen PO
• Ship To address
• Start Date/End Date
• Unit Price
• Vendor Terms and Conditions

A PO Change Request cannot be processed in the following situations. A Cancel/Replace Order will need to be created.

• If the Purchase Order was created before September 20, 2022.
• If the Purchase Order is from a previous Fiscal Year AND is closed in Banner.
• If the Purchase Order was generated through a Hosted or Punchout catalog.
• If the Purchase Order has been fully invoiced.
• If the vendor needs to be changed.
• If a different BP address needs to be used for the same vendor.
• If the original BP address used on the PO is no longer active.
• If a Change Request processed prior to March 30, 2026 removed a line from the PO.

1. On the iBuy homepage, under the University Forms section, select PO Change Request Form.
2. Review the instructions tab.
3. Select Next.
4. Complete the Questions - User Information tab. Select Next.
5. Complete the Questions - Purchase Order Information tab.
   NOTE: Submit changes for one Purchase Order per PO Change Request Form.
6. Provide a detailed justification for the PO Change Request. If your explanation exceeds 2000 characters, please attach documentation explaining in detail all changes required to the Purchase Order.
7. Select Next.
8. The Questions - General Details or Questions - Line Item Details tab will appear based on the change option selected on the Questions – Purchase Order Information tab.
9. Complete the fields that appear.
10. Select Next.
11. The Questions - Small Purchase Request Information will appear if there is a Yes response to “Will the requested changes increase the total amount of the PO to $10,000 or greater?” on the Questions – Purchase Order Information tab when the change to the PO is to Add a new line, Quantity or Unit.
12. Complete the fields that appear.
13. Select Next.
14. Complete the Questions - Send Update PO to Vendor tab.
    1. If yes is selected, the Change Request revised PO will be sent using the same distribution method and recipient as the original PO. Purchasing must manually enable the option to resend the PO to the vendor while processing the change request.
15. Select Next.
16. The Review and Submit screen will appear. This screen will show any incomplete tabs. Return to any tabs that do not show a green check to complete.
17. Select Submit.
18. Answer the following question: Are you sure you want to submit this form?
    1. Select Yes if you are ready to submit.
    2. Select No if you need to make changes to the form before submitting.
       NOTE: If you go back into the form to make changes, make sure to click Save Progress.

Upon submitting, your request will be routed to your Purchasing Department who will then complete all necessary actions to process the PO Change Request.

You may click the blue Change Request – Form Approval link under What’s next? for contact information for the Purchasing Department team members who will review and process the PO Change Request Form.

If your Purchasing Department has additional questions about the Change Request, they will either send the form back using Return to Requisitioner with comments or they will use the Discussions option within the form. You will receive email and system notifications if either of these features are used within the form.

You may locate your PO Change Request Form by navigating to the left navigation of iBuy and clicking Orders, then My Orders, then My Requests or by clicking the link within the email or system notification.

As a user, you also have the option of starting a Discussion within a submitted form by clicking Discussions icon in the actions line. Click the Start Discussion button. Enter a Subject and Message. The Send Notification To box automatically populates with either the individual who has assigned your request to themselves or to all assigned to the Purchasing Department queue. You also have the option to Add Attachments.

Once a Discussion Thread has been started, then the option of Reply to this Thread will be available. Date, time, and usernames will be logged within the Discussion Thread. If you use a Discussion Thread as a method of communication with your Purchasing Department, this should replace email conversations.