Do I Need a Change Request?
A Change Request is generally needed when a purchase order no longer reflects the expected price, quantity, funding, scope, or remaining balance.
When the change is known in advance
Submit a Change Request before the vendor provides additional goods or services when:
- The price or quantity will change
- Additional invoices are expected
- The scope or funding needs to be updated
- An unused balance should be canceled or liquidated, depending on whether invoices have been processed
- The total purchase value may cross a procurement threshold
Cancel or liquidate?
- Cancel the PO when no invoices have been processed and the order will no longer be used.
- Liquidate the remaining balance when invoices have been processed but unused funds remain. This is generally completed through a deductive Change Request or, when that is unavailable, the PO Close process.
For more detail, review Keeping POs Clean: Best Practices in RealSource
Consider the total purchase value, including the original PO and the proposed increase—not only the amount of the change.
- Up to $10,000: Generally within delegated departmental authority
- Over $10,000 through $200,000: Purchasing review is required, and additional competitive action may be needed
- Over $200,000: A formal procurement process may be required
Contact Purchasing when a change crosses a threshold, materially expands the original scope, or was not contemplated by the original procurement.
When the invoice has already arrived
Accounts Payable may be able to process a small, unexpected invoice variance within established tolerances. A Change Request may still be appropriate when:
- Additional invoices are expected
- The remaining PO balance will be inaccurate
- The price, quantity, funding, or scope materially changed
- Purchasing review is required based on the total value
An after-the-fact Change Request may be possible if the PO has not been fully invoiced. AP tolerance should not be used to plan a purchase above the authorized PO amount.
Related guidance
- Quick Tips: Change Orders
- Choosing the Right Procurement Path
- Before Signing a Vendor Document
- Keeping POs Clean: Best Practices in RealSource