Amending the Contract

Overview

1. Create an amendment request.
2. Approve the amendment in Workflow.
3. Post and log the amendment.

Amending Prior to PO Printing

After an amendment is created, run the Send Contract to PO tool to have the amendments added to the purchase request as the purchase request has not been printed to create the purchase order.

Prior to running the utility, it is necessary to have the amendment approved via Workflow so that the approval date on the amendment contains a valid date.

After the utility launches the Web dialog page, click the Run button to send any contract changes and amendment(s) to the PO subsystem.

The results on the CMUPCM Encumbrances tab now reflect the amendment item record just added to the purchase request, and the Amendments tab now shows that it has been encumbered.

After printing the PO to encumber the items on the PR, the PR status is updated to PO in POUPPR. The Print tab shows the employee that printed the PO and the date it was printed. The Items portion of the page is displaying the original items created on the contract as well as the amended item as a result of the amendment being created prior to the Purchase Request was printed.

Amending After PO Printing

Amendments can be created and added to the original contract after the original purchase request was printed in the same manner as prior to the purchase request being printed.

The approval date on the amendment (typically created via the Workflow approval process) must be present for the updated contract/amendment information to be sent to the PO subsystem.

Run the Send Contract to PO tool to add the amendments to the purchase order, since the purchase request was already printed to create the purchase order. Prior to running the tool, the Encumbrances tab does not contain the newest amendment change order.

During processing, the pre-encumbrance step is skipped. This is due to the fact that the original PR had already been printed and the status had been changed to PO as a result.

Upon completion, the additional amount is added to the contract and encumbrance total and the Encumbrances tab shows the additional encumbrance item.