Deltek Vantagepoint Help

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Create a Change Order

After a purchase order is approved and final printed, you must use a change order if you need to modify it. You can also create a change order as a way to cancel a blanket purchase order.

To create a change order:

  1. In the Navigation pane, select Purchasing > Purchase Orders.
  2. At the top of the Purchase Orders form, enter a partial or complete name or number in the Find purchase order lookup field to find and select the purchase order.
  3. On the Actions bar, click Other Actions > Process Change Order.
  4. In response to the confirmation dialog box, click Yes.
  5. On the Change Order dialog box, select a reason for the change order and click OK.
    The purchase order's status changes from Printed to Changed.
    In the Change/Cancel Orders grid on the General tab, a new row is added with the following details:
    • For the change order, the Status field in the grid prefills with In Progress.
    • The Date field prefills with today's date. This is the date for the change order, which you can modify if necessary.
    • The C/O Number field displays an auto-assigned number after you save the change order.
  6. On the General tab, In the change order row in the Change/Cancel Orders grid, do one of the following:
    To use the change order for this purpose:Take these actions:
    Change a blanket PO or service PO Use the Not to Exceed Change Amount and Revised Period To Date fields to enter changes to the not-to-exceed amount and the end date of the agreement. These fields display only if the Modify Not to Exceed Values via Change Order checkbox is selected on the General tab in Purchasing & Inventory Company Settings. These fields do not display for standard purchase orders.
    Cancel a blanket purchase order In the Not to Exceed Change Amount field, enter an amount that, when added to the original not-to exceed amount (entered on the Agreement tab of the Purchase Order form), will equal zero. You can also enter the date that you cancel the blanket purchase order in the Revised Period To Date in the Change/Cancel Orders grid.
  7. For standard and service purchase orders that include line items with Equipment or Capital items:
    1. On the Line Items tab, select the line with the item that you want to modify and click > Delete.
      This does not delete the line item but instead creates a reversing entry for the item.
    2. Modify the information for the reversing entry directly in the Line Items grid columns. Any changes that you make to reversed line items are applied to the existing equipment item record in the Equipment hub.
  8. Click Save.
Next Steps: On the Actions bar, click Submit and proceed with the approval of purchase order records:
  • If you use approval workflows for approving purchase orders, send the purchase order to an approver. (You turn on the use of approval workflows for purchase orders on the General tab in Settings > Purchasing & Inventory > Company Settings.)
  • If you do not use approval workflows for approving purchase orders, change the purchase order status from In Progress to Approved.