Purchase Order Change Requests (CRs)

Procurement Services
49 steps
11 minutes

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

**READ BEFORE MOVING FORWARD**: The Purchasing Request Form should also be updated if there has been any changes to the order total, funding source, types of goods/services being purchased, etc. CRs cannot be processed on catalog orders. All CRs go through applicable routing and approvals. **Roles that can initiate a CR:** Department Buyer, Financial Approver 1, Central/Specialty Buyer.

Access desired Purchase Order (PO) (e.g. 4445387).

Select the **Change Requests** tab.

Select the **+** icon to create a Change Request.

**NOTE**: If there is already a Change Request draft, creating a new Change Request draft will override the previous one. A Change Request draft is a Change Request that has yet to be submitted.

(Optional) Select a user(s) and/or add an email recipient to receive a notification about the Change Request creation.

Input the **Change Request Reason.**

(Optional) Attach any files relevant (input a File Name, Choose a File, and Upload file) to the Change Request.

Select **Create Change Request**.

Change Request document has been created. Sections can be edited using the same methods used when creating the requisition.

Check if there have been any payments made in the **Paid Amount (KFS)** field. [Lookup the Purchase Order](https://scribehow.com/viewer/Searching_for_UCIBuy_Purchase_Order_in_KFS__6RtOuy1eQ0mFdB3Vri_rnQ) and/or the Payment Requests in KFS to see which specific line item(s) have been partially or fully paid.

Updating Line Information (Quantity/Price)

**READ BEFORE MOVING FORWARD**: Item Type and Tax Status (Taxable and Non-taxable) can be updated **only when there have been no payments made to the line item**. If there is ANY amount of payment on a line item, do **NOT** update the Item Type to Tax Status. Even though the option is available in UCIBuy+, KFS does not allow changes in Item Type and Tax Status for line items that already have payments made against them. The workflow step PR Validation (where the information in UCIBuy+ is validated against KFS) will fail and will return the draft Change Request to the initiator.

Updates made on Line Item 1 must be done in the Purchasing Request Form. Select **Purchasing Request Form**.

Select the **Form Fields** tab.

Update the value of the purchase if the amended order will pass any of the thresholds.

Select the **Line Items** tab.

Update the **Product Description, Unit Price\*, Quantity\*, Unit of Measure, Catalog No.,** and/or **Commodity Code** (e.g. updating unit price from $2,000 to $5,000). \*Unit Price and Quantity may **NOT** be less than what has already been paid. Lookup the PO in KFS to view how much and how many (respectively) of the line item has been paid.

Once all changes to the Purchasing Request Form have been completed, select **Save on Change Request**.

Select the **back-arrow** icon to return to the Change Request.

Line Item updates are highlighted in light blue (e.g. $5,000 updated pricing).

To make updates to Line Items 2 and beyond, select the **Line Item Name** (e.g. **Videography**).

Update the **Product Description, Catalog No., Quantity\*,** **Price Estimate** (Unit Price)**\*, Packaging** (Unit of Measure) (e.g. updating unit price from $1,000 to $2,000). Select **Save**. \*Price Estimate and Quantity may **NOT** be less than what has already been paid. Lookup the PO in KFS to view how much and how many (respectively) of the line item has been paid.

Line Item updates are highlighted in light blue (e.g. $2,000 updated pricing).

Adding an Additional Line Item

**READ BEFORE MOVING FORWARD**: If the added line item(s) will increase the cost of the PO past the thresholds specified in the Purchasing Request Form, update the Purchasing Request Form.

Select the **ellipse** icon for **Supplier Actions**.

Select **Add Non-Catalog Item**.

Enter the **Product Description**, **Catalog Number**, **Quantity\***, **Price Estimate \*** (Unit Price), and **Packaging** (Unit of Measure). \*If purchasing a no-quantity item, enter "1" for quantity. Input the **Commodity Code**. Select **Save** if completed or **Save and Add Another** if more line items are needed.

Select the **pencil** icon to edit Line Item Details.

Update the **Item Type, Commodity Code** (if not done when adding the line item)**,** and **Tax Status** (check mark means line item is taxable, blank box means line item is non-taxable). Amount-based is "No Quantity" in KFS.\ Quantity-based is "Quantity" in KFS. Select **Save**.

Line Item has been added to the Change Request and is highlighted in light blue. Unless overridden (see [steps 31-35](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=2a5b509d)), the Line Item will use the Accounting Information that is listed at the header level (see [steps 27-30](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=6a631b54)).

Updating Accounting Lines - No Payments Made in KFS: Header Level

**READ BEFORE MOVING FORWARD**: Do **NOT** use this method if there are any payments made in KFS (i.e. the Paid Amount in KFS is not $0.00). Even though the option is available in UCIBuy+, KFS does not allow changes to Accounting Information for partially or fully paid line items. The workflow step PR Validation 1 (where the information in UCIBuy+ is validated against KFS) will fail and will return the draft Change Request to the initiator.

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

**NOTE**: Accounting Lines at a header level apply to all line items that do not have overridden accounting lines (i.e. line item(s) that have accounting lines specified for that line item(s) only).

Select the **pencil icon** to edit the Accounting Codes Section.

Update the accounting information using the [instructions](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=ba439730) on adding accounting information to a requisition.

Once updates have been made, select **Save**.

Updated accounting information appears on the change request form. Changes made are highlighted in light blue.

Updating Accounting Lines - No Payments Made in KFS: Line Item Level

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

Select the **ellipses** icon.

Select **Accounting Codes**.

Once updates have been made, select **Save**.

Updated accounting information appears on the change request form. Changes made are highlighted in light blue. Updated accounting information applies only to the specific line item. All other line items will use the accounting information listed at the header level.

Updating Accounting Lines - Paid Amount in KFS: Method 1

**NOTE**: This methods shows how to update Accounting Information at the Header Level while taking the paid amount in KFS into account. This method is useful when only one or a few line item items have been paid in KFS and the majority of the line items have not been paid.

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

Update the Account Information at the Header Level as shown in [steps 27-30](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=6a631b54).

Lookup the PO and/or Payment Request in KFS to see which specific Line Items have been partially or fully paid.

Override the Accounting Information for each Line Item that has been partially or fully paid to the original Accounting Information, as shown in [steps 31-35](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=2a5b509d).

If the Line Item is partially paid and the remainder of it needs to be paid on a different account (for example, Line Item 1 has $2,000, and $500 has already been paid): - Decrease the Line Item amount to the amount already paid (e.g. decrease the Line Item 1 amount to $500). - Create a new Line Item (e.g. using the same information from Line Item 1 but with a cost of $1,500). - Override the Accounting Information for Line Item 1 to the original Accounting Information.

Updating Accounting Information - Paid Amount in KFS: Method 2

**NOTE**: This methods shows how to update Accounting Information at the Line Item Level while taking the paid amount in KFS into account. This method is useful when only one or a few line item items have not been paid in KFS and the majority of the line items have been paid.

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

For the Line Items that have no partial payments and that need updated information, update Accounting Information at the Line Items level as shown in [steps 31-35](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=2a5b509d).

If the Line Item is partially paid and the remainder of it needs to be paid on a different account (for example, Line Item 1 has $2,000, and $500 has already been paid): - Decrease the Line Item amount to the amount already paid (e.g. decrease the Line Item 1 amount to $500). - Create a new Line Item (e.g. using the same information from Line Item 1 but with a cost of $1,500). - Override the Accounting Information for the new Line Item to the desired Accounting Information.

Updating Contract Dates

Select the **pencil** icon to edit Contracting Details.

Select the **calendar** icon(s) to update **Contract Begin Date** and/or **Contract End Date.**

Select desired date (e.g. February 19, 2026).

Select **Save**.

Submission and Viewing Updated Purchase Order

Select **Submit Request.**

After submission, the change request follows a similar workflow to a requisition.

Select the **Purchase Order** link under **Related Documents** to access the PO (e.g. Purchase Order 4445387).

Once the change request is completed, the updates can be seen in the Purchase Order.

Purchase Order Change Requests (CRs)

Procurement Services
49 steps
11 minutes

Access desired Purchase Order (PO) (e.g. 4445387).

Select the **Change Requests** tab.

Select the **+** icon to create a Change Request.

**NOTE**: If there is already a Change Request draft, creating a new Change Request draft will override the previous one. A Change Request draft is a Change Request that has yet to be submitted.

(Optional) Select a user(s) and/or add an email recipient to receive a notification about the Change Request creation.

Input the **Change Request Reason.**

(Optional) Attach any files relevant (input a File Name, Choose a File, and Upload file) to the Change Request.

Select **Create Change Request**.

Change Request document has been created. Sections can be edited using the same methods used when creating the requisition.

Updating Line Information (Quantity/Price)

Updates made on Line Item 1 must be done in the Purchasing Request Form. Select **Purchasing Request Form**.

Select the **Form Fields** tab.

Update the value of the purchase if the amended order will pass any of the thresholds.

Select the **Line Items** tab.

Once all changes to the Purchasing Request Form have been completed, select **Save on Change Request**.

Select the **back-arrow** icon to return to the Change Request.

Line Item updates are highlighted in light blue (e.g. $5,000 updated pricing).

To make updates to Line Items 2 and beyond, select the **Line Item Name** (e.g. **Videography**).

Line Item updates are highlighted in light blue (e.g. $2,000 updated pricing).

Adding an Additional Line Item

**READ BEFORE MOVING FORWARD**: If the added line item(s) will increase the cost of the PO past the thresholds specified in the Purchasing Request Form, update the Purchasing Request Form.

Select the **ellipse** icon for **Supplier Actions**.

Select **Add Non-Catalog Item**.

Select the **pencil** icon to edit Line Item Details.

Updating Accounting Lines - No Payments Made in KFS: Header Level

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

**NOTE**: Accounting Lines at a header level apply to all line items that do not have overridden accounting lines (i.e. line item(s) that have accounting lines specified for that line item(s) only).

Select the **pencil icon** to edit the Accounting Codes Section.

Once updates have been made, select **Save**.

Updated accounting information appears on the change request form. Changes made are highlighted in light blue.

Updating Accounting Lines - No Payments Made in KFS: Line Item Level

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

Select the **ellipses** icon.

Select **Accounting Codes**.

Once updates have been made, select **Save**.

Updating Accounting Lines - Paid Amount in KFS: Method 1

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

Update the Account Information at the Header Level as shown in [steps 27-30](https://scribehow.com/viewer/Purchase_Order_Change_Requests__7yL3Fs7gS0ipdsIESPy1-g?scrollToActionId=6a631b54).

Lookup the PO and/or Payment Request in KFS to see which specific Line Items have been partially or fully paid.

Updating Accounting Information - Paid Amount in KFS: Method 2

**READ BEFORE MOVING FORWARD**: If updating the funding source from Non-Federal to Federal and/or vice versa, update the Purchasing Request Form.

If the Line Item is partially paid and the remainder of it needs to be paid on a different account (for example, Line Item 1 has $2,000, and $500 has already been paid): - Decrease the Line Item amount to the amount already paid (e.g. decrease the Line Item 1 amount to $500). - Create a new Line Item (e.g. using the same information from Line Item 1 but with a cost of $1,500). - Override the Accounting Information for the new Line Item to the desired Accounting Information.

Updating Contract Dates

Select the **pencil** icon to edit Contracting Details.

Select the **calendar** icon(s) to update **Contract Begin Date** and/or **Contract End Date.**

Select desired date (e.g. February 19, 2026).

Select **Save**.

Submission and Viewing Updated Purchase Order

Select **Submit Request.**

After submission, the change request follows a similar workflow to a requisition.

Select the **Purchase Order** link under **Related Documents** to access the PO (e.g. Purchase Order 4445387).

Once the change request is completed, the updates can be seen in the Purchase Order.