Change Orders on Blankets

Emily J. Hamby, C.P.M., Director

When the University converts to our new Purchasing Subsystem (TOPAS) the purchase orders on the PO History File will be moved to the new system. Change orders done in Finance and Accounting are not reflected on the PO History File. In order to keep the Purchase Order History File and the Encumbrance File in synch; the change orders for blankets should be done in Purchasing.

Good business would dictate that sufficient dollars should already be encumbered on the blankets to cover orders when placed, or at least at the time the order is placed, not when the invoice is received. However, if you already have an invoice when you process the change order, please mark “Invoice Pending” on the Change Order and we will try to give them priority.

If you encumber several months’ normal activity on the blanket, you should not get into compliance issues on your invoices.

The new TOPAS system will have the capability of transmitting change orders electronically in addition to the requisitions.

We appreciate your cooperation in this matter.