How to Make Common PO Changes in RealSource
The correct process for changing a purchase order depends on the type of PO, whether invoices have been processed, and what needs to be updated.
Common changes
Use a Change Request to:
- Increase or decrease a price or quantity
- Add or remove a line
- Reduce (liquidate) an unused PO balance
- Update other PO information
For an index, account code, or accounting change, do not simply overwrite accounting on a line with prior activity. Reduce the original line to the amount already invoiced and add a new line for the remaining balance using the correct accounting.
Choose the right process
- No invoices processed or expected to be processed: Submit a PO Cancel Request.
- Partially invoiced PO: Use to reduce the remaining amount and quantity to the amount invoiced when no other invoices are expected and the PO needs to be closed.
- Change Request cannot be processed: Submit a PO Close Request and follow the related Banner process.
- eCatalog PO: Change Requests are not available. If the order is complete but a balance remains, submit a PO Close Request and then process any required Banner adjustment. See Keeping POs Clean: Best Practices in RealSource for details.
- Declining balance PO: Amount changes may be handled through a Change Request, but accounting changes may require a new PO. See Declining Balance Orders: Best Practices for Smooth Procurement for details.
- Multiple partial invoices expected: A declining balance PO may work better than a fixed-quantity line. See Declining Balance Orders: Best Practices for Smooth Procurement for details.
Whenever possible, make the adjustment in RealSource rather than only liquidating funds in Banner. A Banner-only adjustment can leave RealSource, Banner, encumbrance, and eVA fee records out of sync.
Use the yellow star
When creating a Change Request, select the yellow star in RealSource. The JAGGAER Adopt guide walks through the steps and identifies changes the system will not allow.
Related guidance
- Need Help in RealSource? Look for the Yellow Stars!
- Quick Tips: Change Orders
- Keeping POs Clean: Best Practices in RealSource
- Declining Balance Orders: Best Practices for Smooth Procurement
- Procurement Refresh: Flipping the Script on “Flippers”
- Search Smarter, Not Harder in RealSource