How to Complete a Change Request in BruinBuy Plus

This guide provides instructions for completing a Change Request in BruinBuy Plus.

18 steps

**IMPORTANT**: To request changes to a Research Subaward or Subcontract (e.g., funding adjustments, no-cost extensions, FAU updates, PO closure), users must complete the **Subaward / Subcontract Amendment Form** in BruinBuy *Plus*. For step-by-step instructions, refer to the [How to Amend a Research Subaward or Subcontract](https://scribehow.com/shared/How_to_Amend_a_Research_Subaward_or_Subcontract__ctzdiRwSRGq32oBFzTH7BA) guide.

**NOTE**: When using a Change Request (CR) to add a line to a PO with [overridden distribution](https://scribehow.com/viewer/How_to_Override_PO_Distribution__5SLn-BjzS62tYsKVi0ydZQ), the following system error will occur: *"\[Change Request details\] form group will be split into multiple POs because: Vendor fulfillment center differs."* [**Submit a ticket**](https://tinyurl.com/bruinbuy-plus-support) for assistance.

Access the Change Request Tab

From the *Home Shopping Dashboard*, navigate to the desired PO using one of two methods: 1. Enter the PO number into the **Quick Search** bar, *or* 2. From the *Orders* menu, select **Search - Purchase Orders**. **NOTE**: The screenshots in this guide depict the selection of Purchase Orders from the Orders > Search menu.

Screenshot of the Home Shopping Dashboard in BruinBuy Plus. The Quick Search bar and the Search – Purchase Orders option in the Orders menu are both are highlighted with red rectangles and arrows to indicate routes that can be taken to access a Purchase Order.

**NOTE**: If you selected *Search - Purchase Orders* from the *Orders* menu and don't immediately see the desired PO on the *Search Purchase Orders* page, utilize the **Quick Search** / **Quick Filters** to narrow the search results.

Screenshot of the Search Purchase Orders page with Quick Filters and Quick Search options highlighted in red, demonstrating how to refine search results.

From the *Search Purchase Orders* page, select the desired **PO number**.

Screenshot of the Search Purchase Orders results list, showing the user clicking the hyperlinked PO number. The PO number is marked with a red circle click target.

Click the **Change Requests** tab.

Screenshot of the Purchase Order Summary page with the Change Requests tab selected. The tab is marked with a red circle click target.

Select the **Create Change Request** **(plus)** icon to initiate a new change request.

Screenshot of the Change Requests tab showing the Create Change Request (plus) icon. The icon is marked with a red circle click target.

**NOTE**: If the **Create Change Request** **(plus)** icon is not visible, the PO is not eligible for a Change Request. This typically occurs when: - The PO is soft closed or closed - The PO was created using a form type that does not support changes (see [PO Modifications web page](https://purchasing.ucla.edu/campus-purchasing/purchase-order/modifications) for details) - The PO is a migrated legacy order If your PO is not eligible for a Change Request and updates are still needed, you will need to create a new PO or pay via PCard (if allowable).

**NOTE**: Only one CR can be in progress at a time. You cannot create multiple draft CRs for the same order, nor can you initiate a new CR while another is still pending approval or processing. Always check the status of any existing CRs before starting a new one.

Screenshot of the Change Requests tab showing one Draft and one Completed Change Request listed for the same PO. Statuses are highlighted with red rectangles.

Initiate Change Request

The *Create Change Request* dialogue box will appear. To assign email notifications and permissions, - Select the **check box** next to the name of the individual(s) who should be notified (this normally defaults to the original PO preparer), and/or - Click the **Add recipient** hyperlink to search for additional users **NOTE:** Indicated recipients will receive a system-generated notification once the Change Request is submitted.

Screenshot of the Create Change Request dialog box, showing checkboxes for email recipients and the Add recipient hyperlink. The Add recipient hyperlink is marked with a red circle click target.

In the **Change Request Reason** field, provide a brief but clear explanation of the requested update.

Screenshot of the Change Request Reason field with a sample entry. The field is highlighted with a red rectangle.

**NOTE**: Relevant attachments may be added to the change request, as necessary. To add an attachment(s): 1. Select the applicable **Attachment Type** radio button 2. Enter a **File Name** 3. Click the **Choose File** button

Open Change Request dialog box, focusing on the three fields related to attachments.

Click the **Create Change Request** button.

Screenshot of the Create Change Request window showing the Create Change Request button. The button is marked with a red circle click target.

If line items do not need to be edited, proceed to **Step 15.**

Modify Line Items

**NOTE**: The original requisition form associated with a PO is always accessible during the Change Request process. Because requisition forms can be edited directly, **submitting the Change Request is required to route updates through the appropriate approval workflow.** This ensures changes are reviewed and authorized before being finalized.

The *Change Request* page will display. Utilize the **scroll bar** to view the *Line Items* section. Click the **hyperlinked form name** (e.g., Purchase Request) to open the requisition form associated with the PO. **NOTE**: The form name may vary depending on the original request type, but it will always appear as a hyperlink in the *Line Items* section. **EXAMPLE**: The screenshots in this section illustrate completing a Change Request on a PO created via the Purchase Request form. While your PO's initial requisition may have used a different form type, this functionality is consistent across [all eligible forms](https://purchasing.ucla.edu/campus-purchasing/purchase-order/modifications#system-limitations).

Screenshot of the Change Request page with the Line Items section visible. The hyperlinked form name (e.g., Purchase Request) is marked with a red circle click target.

The form *Instructions* page will display. Click the **Line Items** hyperlink from the form's left navigation menu.

Screenshot of the requisition form’s Instructions page with the Line Items hyperlink in the left navigation menu. The hyperlink is marked with a red circle click target.

Update line items, quantity, price, and/or other editable fields, if applicable.

Screenshot of editable fields in the Line Items section of the requisition form, including Product Description, Unit Price, and Quantity. Editable fields are highlighted with red rectangles.

**IMPORTANT**: When editing line items, be aware of system limitations that can impact processing and financial accuracy: - **Do not reduce a line item below the amount already invoiced.** This will result in a negative encumbrance on UCLA’s general ledger. This issue cannot be corrected within BruinBuy *Plus* and may require additional manual intervention. - **Modify** [**fully invoiced and over-invoiced lines**](https://scribehow.com/viewer/How_to_Determine_the_Invoicing_Status_of_PO_Lines__ccAkDhf9Re6e18Cf-K_WhQ) **at your own risk.** Editing these types of lines may cause encumbrance issues. Review the [PO Modifications web page](https://tinyurl.com/ucla-change-request) for Change Request best practices and use cases.

Click the **Save on Change Request** button.

Screenshot of the requisition form showing the Save on Change Request button. The button is marked with a red circle click target.

Once all line item edits have been completed, click the **Go Back to Change Request** hyperlink in the upper-left corner of the form.

Screenshot of the requisition form showing the Go Back to Change Request hyperlink in the upper-left corner. The hyperlink is marked with a red circle click target.

Finalize the Change Request

The *Change Request* page will display. Review the details of the Change Request and utilize the **Edit** (**pencil)** icon to make additional updates (e.g., updating Delivery Date, correcting the FAU, revising Shipping Instructions, modifying Internal Notes), as necessary.

Screenshot of the Change Request summary page showing editable fields such as Delivery Date, FAU, and Shipping Instructions. The Edit (pencil) icon is marked with a red circle click target.

**NOTE**: Once the CR is submitted and pending, the modified values will be highlighted.

Change Request page with quantity changes highlighted in blue. Red rectangles and arrows call attention to the quantity change under Line Items and also in the Summary-Workflow pane.

**IMPORTANT:** In most instances, updates submitted through a **Change Request** will be transmitted to the vendor unless you follow the below steps: - To ***temporarily prevent*** internal changes from distribution to the vendor (i.e., FAU changes, declining balance, receiving): 1. Navigate to the **External Communication** tab 2. Uncheck the **Vendors on Change Request** checkbox

Screenshot of the Change Request summary page with a banner stating “Changes will be sent to the Vendor.” The banner is highlighted with a red rectangle.

Click the **Validate the FAU** button to confirm that CR's accounting information. **NOTE**: This step is **required for ALL Change Requests** (even if FAU modifications are not made). If the FAU is missing required segments or contains invalid values, an error message will appear. Resolve any issues before proceeding to submission.

Change Request page, zoomed in to display a warning in the Summary-Workflow pane.

Click the **Submit Request** button.

Screenshot of the Change Request page showing the Submit Request button. The button is marked with a red circle click target.

A confirmation page will display once the change request is successfully submitted. **NOTE**: Users designated as email recipients (see **Step 8**) will receive an email notification upon the Change Request's submission.

**NOTE:** Once submitted, the Change Request will route through the appropriate approval workflow based on the type of change and the original requisition form. If a Change Request does not increase a PO's subtotal, it *may* bypass **select** central office reviews. You will receive a system-generated email notification once the request has been fully approved or if additional action is required. For more information on monitoring the status of Change Requests, refer to the [How to Track the Status of a Change Request in BruinBuy *Plus*](https://scribehow.com/shared/How_to_Track_the_Status_of_a_Change_Request_in_BruinBuy_Plus__vR1bwR-2RASCmuPvFYlloQ) guide.