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Purchase Order Corrections and Cancellations

Purchasing and Payment Processing

View Official Policy: Purchase Order Corrections and Cancellations Policy

Purchase orders are legally binding contracts between the University and the vendor.  As such, the purchase order must accurately reflect the goods/services purchased from the vendor.  Once a purchase order has been issued and the department becomes aware of a discrepancy between the purchase order and the goods/services to be provided, the department should contact Procurement.  In some cases, such as a purchase order based on a competitive bid, there are limitations on what changes can be made.  Depending upon the situation, purchase orders may be revised to correct line item descriptions, pricing, quantities, and to add/remove line items.  If the entire purchase is no longer needed, a purchase order may be canceled but departments should be aware that the terms and conditions may allow the vendor to charge a cancelation fee. 

Once an order has been fully delivered, received, invoiced and paid, if there is a remaining obligation on the end users account, a revision is not needed to return the obligated funds to the appropriate account.  Accounts Payable will return these funds to the account listed on the purchase order upon notification of final payment by the department.

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration 

Responsible University Administrator: Procurement Officer 

Policy Owner: Procurement 

Policy Contact: Annette Evans 

Phone Number: 706-542-2361

Responsibilities: It is the responsibility of the end user/requisitioning department to notify Procurement if a change needs to be made to a purchase order or if the purchase order needs to be canceled. 

Responsibilities: If a vendor contacts Procurement regarding a requested change, it is the responsibility of the Procurement Office to coordinate with the end user/requisitioning department to obtain approval prior to processing a revision to a purchase order. 

Responsibilities:  The Procurement Office staff is solely responsible for processing changes to purchase orders or canceling purchase orders.  End users/requisitioning departments are not permitted to modify a purchase order within UGAmart.

Date Issued: 01/01/2016

Last Reviewed/Updated: