How to Override PO Distribution

This guide covers how to override a purchase order's (PO) default email distribution settings.

8 steps

POs are automatically sent to the email address associated with a vendor’s PaymentWorks profile. BruinBuy *Plus*’ Override Distribution feature allows users to change the email address to which a purchase order (PO) is sent. A Campus Buyer may need to override this email distribution if: - The PO should be sent to a different email address (e.g., sending the PO to the individual who handled the Campus Buyer’s quote) OR - The PO should not be distributed (e.g., recreating a completed PO to correct an irregular invoice). For Override Distribution to work correctly, users must: 1. Enable the functionality, and 2. Enter the new email address to which they would like to send the PO **NOTE**: Previously, copied requisitions mirrored the Override Distribution settings of the parent requisition. If the original requisition had an error in the Override Distribution Email Address field (e.g., blank field, email typo), the copied requisition inherited the same issue, resulting in processing delays. Moving forward, the Override Distribution field will be automatically disabled on all copied requisitions.

**IMPORTANT:** Override Distribution can only be enabled on unsubmitted requisitions.

Open the desired requisition.

**NOTE**: For more information on searching for BruinBuy *Plus* transactions, refer to the [Searching QRG](https://ucla.app.box.com/s/ed5fk1tdhehpv8kyuz1hy8s1jssegaln).

From the *Requisition* page, locate the **General** section. Click the **Edit General Section (pencil)** icon.

Requisition page, General section, with cursor selecting the Edit General Section (pencil) icon.

**IMPORTANT**: The **Edit (pencil)** icon will not be accessible if the requisition has already been submitted.

In the *Edit General* dialogue box, scroll down to view the **Override Distribution** field.

Select the **Yes, I have an email to enter below** option from the *Override Distribution* dropdown menu.

Edit General dialogue box, Override Distribution dropdown menu, with cursor selecting the Yes, I have an email to enter below option.

In the *Override Distribution Email Address* field, enter one of the following: - **Desired Vendor Email:** Used when the PO should be distributed to a different email address than what is listed on the vendor’s PaymentWorks profile, OR - **Your UCLA Email:** Used when the PO *should not* be distributed to the vendor (i.e., distribution will result in duplicate service or goods).

Edit General dialogue box, with cursor calling attention to the Override Distribution Email Address field.

**IMPORTANT:** - Selecting **Yes, I have an email to enter below** without entering an email in the subsequent **Override Distribution Email Address** field may cause significant delays in requisition approval. - Selecting either the **No** or **Blank** options will not override distribution and will result in the PO being sent to the vendor's PaymentWorks email.

**NOTE**: If you opted to enter your own UCLA email, the PO will be distributed to you and not the vendor.

Click the **Save** button.

Edit General dialogue box, with cursor selecting the Save button.

Complete your requisition and submit as usual.