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Before You Start

  • Increasing a Purchase Order
  • Decreasing a Purchase Order
  • Changing or adding FOAP
  • Closing a Purchase Order
  • Changing quantities or a line item on a Purchase Order

  • Requestors Name
  • Requestors Email
  • Original PO#
  • Request Date
  • Vendors Name
  • Amount of Original or Revised PO. Total amount of the PO, not the balance on the PO
    • If you need to verify your PO Original/Revised amount, you can check FGIENCD or FPIPURR
  • Description of Request
  • Budget Administrator Signature and Date (Budget Admin for you dept)

PO Change Request Form

Guide to PO Change Request Form

Change Type
  • Increase / FOAP Change – Adding funds or new FOAP
  • Decrease – Decreasing funds
  • Close – Closing a PO, please make sure all items received and invoices paid
Original PO# P270XXXX
Request Date Date you are completing the request
Vendors Name Name that is on the PO
Amount of Original or Revised PO Total encumbrance of the PO, including all FOAPs associated.
  • This is not the balance remaining on the PO.
Increase Amount Amount you want to increase your PO
New Total Amount Amount including increase
  • If taxes are on your PO, please include taxes in your new total amount

PO Change form begin to complete

When Increasing a PO, you must specify the FOAP on the PO and the total amount that is going to be on that FOAP.

If you have multiple FOAP’s you will need to specify what amount needs to be on each FOAP.

PO Change form beginning

When adding a new FOAP to your PO, you need to specify what amount should be on each FOAP. There is enough room for a total of 3 FOAP’s. If you need to add more than that please use the Description of Request box.

  1. Current FOAP – This is the FOAP that is already on your PO
    1. Enter in the FOAP and amount to be on this FOAP
  2. New FOAP
    1. Enter in new FOAP
    2. Enter amount for new FOAP.

PO Change form with current and new FOAP

To decrease a PO there must be a balance left on the PO to decrease.

If there is a zero balance left, we cannot decrease.

Please check FGIENCD before submitting your PO change request.

Check FGIENCD

PO Change form with decrease

  1. If you have multiple FOAP’s please indicate each amount that should be on each FOAP.
  2. If you only have one FOAP, please list New Total Amount on that FOAP

PO Change form with current and additional FOAP

When closing a PO please make sure that all items have been received and invoices have been paid.

PO Change form with close option

Next Steps

Once you have completed the form.

  1. Under Signatures, add the Budget Administrators name (this is a placeholder).
    1. This is the Budget Admin for department.
  2. Submit the form.
  3. You will receive an email confirmation with your PO Change Request attached.
  4. Send the PO Change Request through DocuSign for the Budget Admin signature and add general.servicesFREEWVM to “Receive a Copy” AFTER your Budget Admin has signed.
  5. Once General Services has processed your PO Change Request, we will send you an email confirming.