Department of Procurement & Strategic Sourcing

Purchase Order Amendment Request Form

Purpose

This form must accompany all requests for any changes to existing Purchase Orders in KFS. The purpose of this form is to provide sufficient information to the Procurement Office to complete any necessary changes to the Purchase Order and/or Contract. The requestor should complete all sections that are relevant to the request. The Procurement Office will make the requested changes, if allowable. Acceptance of this request will be at the discretion of the Department of Procurement and Strategic Sourcing.

Requestor’s printed name:

Requestor’s email address:

Requestor’s Department:

Date: Phone:

Contractor/Vendor:

KFS PO Number:

FRS PO Number (if applicable):/ FRS PO Date:

Contract Number (if different from the PO #):

Task Order Number (if applicable):

Total Amendment Price:

Account # (including Object Code):

Description for Amendment Request:

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List of Change Order Supporting Documentation

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Additional Information as Required:

  1. Receiving- Indicate here if you want to change the Receiving Required option on the Purchase Order. If Receiving Required is selected KFS will require a Line Item Receiving (RCV) document, which is used to acknowledge the receipt of goods or services on purchase order line items for which a quantity is given. Line item receiving is used to record the quantities of items received, damaged, returned or unordered on a purchase order. If Receiving is required invoice payments cannot be completed until the Line Item Receiving document is completed.
  1. Extension of Time/Changes to End Date- Indicate here if you want to change the term (Start/End date) on the Purchase Order. .

Note that changes to the end date can only be made before the Purchase Order expires. Once the PO end date has past the PO is expired and cannot be changed or renewed. In these cases a new PO will be required.

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  1. Items

Note that if any of the required information is missing from the request form it may delay the processing of the Amendment request.

  1. Complete this section if you are changing an existing item

For each item being changed you must include the following information for the necessary changes:

PO Line Item Number, Non-Quantity or Quantity (for Qty. also provide; Unit of Measure (i.e.- Each, Month, Year, Foot, Pound, etc.)), Commodity Code, Description, Cost and the Account information (including the Chart, Account, Object Code and % or $ amount to be charged for each account).

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  1. Complete this section if you are ADDING a new item

For each item being added you must include the following information for the necessary changes:

Non-Quantity or Quantity (for Qty. also provide; Unit of Measure (i.e.- Each, Month, Year, Foot, Pound, etc.)), Commodity Code, Description, Cost and the Account information (including the Chart, Account, Object Code and % or $ amount to be charged for each account).

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  1. Delivery

Indicate any changes to the Delivery Instructions here:

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Indicate any changes to the Final Delivery or Receiving Address here:

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  1. Vendor

Indicate any changes to the Vendor information here:

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  1. Additional Item information

Indicate any additions or changes to additional items (if applicable)

  1. Freight:
  1. Shipping and Handling:
  1. Full Order Discount:
  1. Trade-in:

Version 7.28.13 R001