An Amendment needs to be processed against a Purchase Order in the following situations:
- If your payment (invoice) total is more than $100 above the PO total.
- Additional quantities of an item line have been requested/received.
- New items are being added to a Purchase Order (e.g., adding a printer to a Purchase Order for a computer server).
- Changing Item Type on PO from Qty to Non-Qty or vice-versa.
- How To Create an Amendment
- When NOT to Create an Amendment
- Why Can't I Process an Amendment?
- Using the Inactivate Button
- Where Does it Route?
- Account Changes
1. How To Create an Amendment
There aren't links for amendments on the KFS Main Menu as there are for the other documents. Go to the Document Search screen, and do a search for the Purchase Order (PO) or Purchase Agreement (PA). There will be an AMEND button at the bottom of the Order or Agreement. Any KFS user can process an amendment. On your amendment, add a note indicating what you are changing (e.g. adding an additional printer, changing account, etc.) This information is helpful for the document approvers/reviewers.
If processing an amendment against a Purchase Order, the amendment should be processed and fully approved BEFORE the Payment Request is processed, in order to ensure that the data on the Payment Request document is accurate.
2. When Don't I Need to Do an Amendment?
- Some changes can be made directly on the Payment Request and do not require the use of an amendment:
- Changing account. You can change the account(s) directly on the Payment Request document, as long as you are not changing to a Federally-funded account. If changing to a Federally-funded account, you will need to process an amendment first before processing the Payment Request document.*
- Cost difference is less than $100 between PO and Invoice. In that case, the payment adjustment can be made right on the Payment Request document.
- Changing Sales Tax to Use Tax Calculation and Vice-Versa. There is an indicator on the Payment Request document that allows you to change the type of tax (Sales or Use) that calculates on the Payment Request document.
- Voiding or Closing Purchase Order. You can void or close a Purchase Order by clicking on the Voidor Close button at the bottom of the Purchase Order document. The Void button will appear if no payments have been received against the order, and the Close button will appear if any payments have been made against it. The document will route to the fiscal officer for approval and to the buyer in Procurement & Contracting Services as well if the Void option was selected.
- Closing Purchase Agreement. You can close a Purchase Agreement by clicking on the Close Agreement button at the bottom of the Purchase Agreement document. The document will route to the buyer in Procurement & Contracting Services.
- NOTES: If the full quantity of an order has been received, or if the full dollar amount has been spent, the order will be closed automatically by the system.
- It is possible to reopen an order that has been closed. An Open Order button will appear on a closed order and allow you to re-open it. However, it is NOT possible to un-void an order, so use the Void button with care.
3. Why Can't I Process an Amendment?
An amendment cannot be processed and an error message will be generated by KFS when:
- Another amendment against that PO or PA is en route.
- Another amendment against that PO or PA is in SAVED status.
- Payment Request against that PO or PA is currently en route.
- Once the en route document is either fully approved or disapproved, the amendment can then be processed.
4. Using the Inactivate Button
If a payment (Payment Request) has already been made against a specific line item, you should NOT click the Inactivate button. Doing so can cause encumbrance issues with the applicable PO and is NOT recommended. The Inactivate button should ONLY be used if the specific item has NOT already been paid against AND is NOT going to be received on a future invoice.
5. Where does it Route?
Amendments changing ONLY accounting line information will ONLY route to the Fiscal Officer/Delegate (and any applicable organization review routing) for approval and will not route to Procurement & Contracting Services.
6. Account Changes
We strongly recommend that any account changes be made on an Amendment document prior to the first Payment Request document being processed against the Purchase Order. If the particular Line Item on the Purchase Order has had no payment activity against it, the Amendment process is straightforward. The Amendment initiator can directly enter the new account information for that line item on the Amendment.
Once there has been ANY payment activity against a line item on the PO (even .01), the account line for the item that has been paid against becomes non-editable. If the user attempts to use the Inactivate button on the item line, it often causes encumbrance/other accounting issues later and is not recommended.
There are a couple of options when a payment has been processed against the line item. Before using one of these options, you should consult with your fiscal officer and the buyer in Procurement & Contracting Services (if applicable) to ensure that the most appropriate option for your specific situation is selected.
- Add a new item line on the Amendment for the amount still owed on the original line item and indicate the correct account(s) to be paid against. The user then pays against that new line item on the Payment Request document. The “issue” with this approach is that the total on the PO is then “artificially inflated” (and over-encumbered) since you have the original line item that can’t be inactivated and the new line item you added. Fortunately, once the Purchase Order is fully paid against, any remaining liens will be automatically closed by the system.
- Close the Purchase Order and create a new one with the correct line items and accounts. The “issue” with this approach is that you end up having a “new” PO when you aren’t actually creating a new Purchase (and there could be contractual concerns), but this option can be "cleaner" from an accounting perspective. This option is generally not preferred when working with a PO that required approval from Procurement & Contracting Services.