Creating Requisition Change Orders

Once you create a requisition, you can track changes for that request. PeopleSoft Purchasing provides an audit trail to track changes made after a requisition has been approved, budget checked, or sourced to a purchase order, request for quote, or material stock request.

This chapter provides an overview of requisition change orders and discusses how to:

• Create requisition change orders.

• Review requisition change order history.

Understanding Requisition Change Orders

This section discusses requisition change orders and change order sequence numbers.

Requisition Change Orders

To use requisition change order tracking, you must set up the business unit for tracking. You can track requisition change orders for approved requisitions, sourced requisitions, or requisitions having a budget check status of Valid. When you update a requisition, you create or append it to a change order. With PeopleSoft Purchasing, you create change orders online using the requisition pages.

You can still make changes to a requisition after the purchase order has been created. You can increase or decrease the quantities. If you decrease the quantity, the new quantity cannot cause the requisition to have a quantity that is less than the quantity sourced. You can’t decrease quantities with a requisition change order, only increase quantities.

To enable requisition change order processing:

1. Create or update the Requisition Change Order template.

2. Select a requisition change order option and assign a requisition change order template on the Purchasing Definition - Business Unit Options page.

See Also

Defining Requisition Change Order Templates

Change Order Sequence Numbers

A change order number identifies the batch of changes that you make to a requisition. The first time that you change a requisition, the system displays Change Order 1 in the requisition header. Each time that you make a major change to the requisition, the system increases the change order number by one.

A change sequence number tracks the sequence of changes made within each requisition at the header, line, and schedule levels. After the first requisition change, the system assigns a change sequence number to each change. These sequence numbers don't appear on the requisition, but when you review the requisition history, the sequence numbers appear. The system stores the original values for eligible fields as batch number 0, sequence number 0.

For example, suppose that you have a three-line requisition. After it is approved, budget checked or sourced, you make a change to the first line. At that point, the change order number is 1, the change sequence for the first line is also 1, and the change sequences for lines two and three are still 0, because you haven't changed those lines. Before you approve, budget check, or source this requisition, you make another change to line one. Now, the change sequence for the first line is 2. Then, after you approve, budget check, or source the requisition, you make changes to lines one and three. Now, the change order number is 2, because you are making changes after creating change order number 1. Because this is the second time that you have changed line one, its change sequence is 3. Because you still haven't changed line two, its change sequence is still 0. And, because you have now changed line three for the first time, its change sequence is 1.

You use the Requisition Change Order template to define which fields trigger a change order through the online requisition pages. The requisition uses all of the fields selected in the Requisition Change Order template to trigger a change order.

Note. If your purchase order business unit is set to Approved Requisition, a change to field on the approved line results in change order sequencing.

Creating Requisition Change Orders

This section discusses how to create requisition change orders online.

Page Used to Create Requisition Change Orders

Creating Requisition Change Orders Online

To create a requisition change order online:

1. Access the Maintain Requisitions - Requisition page in Update/Display mode, and select the requisition that you want to change, if it has been sourced, approved, or budget checked.

2. Click the Create Header Change, Create Line Change, or Create Schedule Change button.

   The system makes available the fields that are defined on the Requisition Change Order Template page.

3. The system displays the Change Order field and increments the change order requests for this requisition by one.

   You can change fields that are not included on the Change Order template at any time.

See Also

Creating Requisition Header Information

Defining Requisition Change Order Templates

Reviewing Requisition Change Order History

You can access and review a history of the change orders generated for specific requisitions. The system displays only the fields that were changed for each change order and the original values for all of the eligible fields for the line.

This section lists the pages used to review requisition change order history.

Pages Used to Review Requisition Change Order History