Modifying Existing Orders

POs cannot be modified when the items already received or paid. If new items need to be added, submit a new order for the missing items.

Modifications cannot occur when the order is closed or cancelled.

Supplier & Order Details
Provide the following:

• Supplier Name
• Purchase Order Number

Specific Modification Details
Provide the following:

• New quantity and/or funding source
• Updated quote if applicable

Explanation
Include:

• Description of the purpose/reason for the change(s) being made
• If changing funding source, include an updated business justification

Funding Information/Approval

• Identify a specific source of money to pay the expense
• Only needed when modifying original funding on the order

Full Order Cancellations

• Notify Supplier 
• Attach Proof of Communication

1. Create a new SSC Finance Request in FSP.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select "I would like to: Modify an Existing Order."
4. Provide PO number and supplier name
5. Select the type of change needed and provide relevant details as applicable (EX: specific lines being changed/cancelled and/or the updated quantity/price/funding for the order)
6. Describe the reason for the change
7. For full order cancellation, you must notify supplier before cancellation and attach proof of communication

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

A system‑generated copy of the Purchase Order once submitted

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.