Understanding Requisition Changes and Change Requests

After submitting a requisition circumstances can change. You may need to change the original requisition, such as changing the quantity ordered, price, scheduled delivery date, or ship-to location. To change a requisition, use the Edit Requisition component. The changes are applied as follows:

  • If no line of the requisition has been sourced to a purchase order, then any change you make to the requisition is used to update the requisition. If the commitment control feature is used then the system might require another budget check of the requisition. If the requisition had started or completed the approval workflow process, then the system may require the approved workflow to be restarted.

  • If any line of the requisition has been sourced to a purchase order, then any change you make to the requisition is used to update the requisition and also creates a change request. The system might require the changed requisition to complete the same budget checking and approval workflow requirements as the original requisition. The change request is then picked up by the Change Purchase Order process (PO_POCHNG) and used to update the purchase order, create a change order, or create a new purchase order line.

When changing a requisition in PeopleSoft eProcurement, the system:

  • Enables you to change fields on a requisition that is in the open, pending, approved, or sourced status. The field must be marked for change on the requisition change template used for this business unit. On the change template, select the Track Change check box to use the track change feature and also allow the fields to be changed on the Edit Requisition component in PeopleSoft eProcurement. However, once a requisition line has been sourced to a purchase order, the field can only be edited if the Update PO check box is also selected. The Update PO check box on the requisition change template identifies the field changes that would create a change request; for example, changing the requisition name would probably not require a change request but decreasing the item quantity would require a change request. If no requisition change template is defined for the business unit, then no change request can be created; you can increase the item quantity field resulting in a new demand line for the requisition but you cannot decrease the item quantity field.

  • Enables you to cancel a requisition using the Requisition Details for: <requester> page within the Manage Requisitions component. You can cancel a requisition that has been sourced to a purchase order. If the cancellation completes budget checking and workflow approval, then the system creates a change request for cancelling the corresponding purchase order lines. A requisition line cannot be cancelled if you are using Commitment Control and the line has not yet pass budget checking.

  • If commitment control is used, the system automatically runs budget checking against pre-encumbrances and encumbrances when the merchandise amount is decreased on the requisition. The merchandise amount can be reduced on a requisition when you decrease the quantity or price.

  • Automatically launches any necessary approvals for the change to the requisition using the Approval Workflow Framework feature. On the change template, select the Reapprove check box for each field that requires a re-approval when changed. The following field are selected by default and it is recommended that you keep the Reapprove check box selected on these fields: REQ_LINE.MERCHANDISE_AMT, REQ_LINE.PRICE_REQ, REQ_LINE.QTY_REQ, REQ_LINE_SHIP.MERCHANDISE_AMT, REQ_LINE_SHIP.PRICE_REQ, and REQ_LINE_SHIP.QTY_REQ. If no requisition change template is defined for the business unit, then any field changes start the re-approval of the requisition line using the approval framework feature.

  • Tracks the changes made to any requisition and enables you to view the details about each change, the identity of the user who made the change, and when the change was made. One requisition could be changed multiple times and you can view each change. On the change template, select the Track Change check box for each field that requires change tracking to be recorded when the field is changed. Use the View Requisition Change Tracking History to view these tracked changes. If no requisition change template is defined for the business unit, then the change tracking feature does not record any changes.

  • Enables the users to enter reason codes and comments to explain why they are changing the requisition. The reason code and comments can be required or optional. You can create reason codes that are appropriate for your business and then your users select the appropriate reason code. Reason codes using the Procurement Change reason type are selected by users entering a change to a requisition and change tracking.

The current status of the requisition is important when you want to change your request:

  • If the requisition has not been sourced to a purchase order in PeopleSoft Purchasing, then changing the requisition results in an updated requisition.

  • If the requisition has been sourced to a purchase order but not yet dispatched to the supplier, then changing the requisition results in an updated purchase order.

  • If the requisition has been sourced to a purchase order and dispatched to the supplier, then changing the requisition results in the dispatch of a PO change order to the supplier.

  • If the requisition has been sourced to a material stock request in PeopleSoft Inventory, then the requisition cannot be changed. You must alter the material stock request.