HomeMy WebLinkAboutSpringbrook - Change Order ProceduresChange Order
City of Cape Canaveral
Springbrook
The following apply:
To add additional funds to an approved standard or contract Purchase order.
Change an account number to approved Purchase Order
Reopen an approved Purchase Order
Add additional language to Purchase Order
Procedures
STEP ONE:
1 Click on "Purchase Orders" in Springbrook
2 Open the "Change Order" tab
3 Click the drop down arrow to open a new batch
4 Batch number - Use the same format as "Purchase Order"
5 Hit the "Enter" key
6 PO/Change Order box will open
7 Check the "Fiscal Year " date - Click the "Save Disk " at top
STEP TWO:
1 Wait for the "Setting" button to turn to "Green" checkmark
2 Click on the "Add/Remove Orders"
3 Click on the " Green Plus Sign" at the top
4 This will refresh the "Purchase Orders"
5 Status: Click on the drop down arrow - Select "ALL"
6 Click "Refresh" (Rotating blue arrows)
7 Number: Enter the "PO" number (use all six zero's)
8 Hit the "Enter" key -This opens the "Selected PO" window
9 Click "Selected PO" - Correct one"? Escape out
10 Click on the "Green" Checkmark at the top
11 Click the "Save Disk" at the top (Save Data Changes)
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Change Order
City of Cape Canaveral
Springbrook
STEP THREE:
1 Click on the "Change Orders" this opens the window to edit the "PO"
2 Click on the "Paper & Pencil " (Edit) at the top
3 Purchase Order will open - This window will allow you to edit the PO
STEP FOUR:
Editing the Change Order
Standard to Contract
To change from "Standard to Contract
1 Click on the "Line Item" (Hit Enter/Double Click)
2 At the top click on drop down arrow
3 Change from " Standard to Contract'
4 Hit the tab key (You will need to do this for each line item)
(You will need to do this for each line Item)
5 Uncheck the "Close Box" (If Needed -You will need to do this for each item)
6 Escape out
Additional Funds
To Add Additional Funds
1 Click on the "Line Item" (Hit Enter /Double Click)
2 This will open line item window
3 Hit the Enter Key
4 This will give you an additional line
(The date/ accountant number/description will remain the same)
5 The "Unit Price " will be zero
6 Enter the additional Funds -in the "Unit Price" (Do NOT Change the Amounts in the other Lines)
7 Tab to Description Box - Enter reason for change(Task Order/New Quote/Additional Funds)
8 Escape Out
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3 Hit the Enter Key
4 This will give you an additional line
(The date/ accountant number/description will remain the same)
5 The "Unit Price " will be zero
6 Enter the additional Funds -in the "Unit Price" (Do NOT Change the Amounts in the other Lines)
7 Tab to Description Box - Enter reason for change(Task Order/New Quote/Additional Funds)
8 Escape Out
Change Order
City of Cape Canaveral
Springbrook
Description Change
To Add Additional Language (Task Order - Reason for Change)
1 Click on the "Line Item" (Hit Enter/Double Click)
2 This will open line item window
3 Tab to the "Description Box"
4 Add Additional Language in the" Description Box"
***** Backup Paperwork
Change orders that have additional paperwork will need to be attached to Purchase Order.
(RE: Task Order / Increase in purchase price - etc.)
After all changes have been made to the Purchase Order
1 Click on the "Save Disk" button at the top of the window
2 Click on the- "Proof List"
3 Print Preview - Look over changes (If changes need to be made go back to "Change Order")
4 Everything OK?
5 Print the "Proof List'
6 Click on the "Budget Proof List' -Print Preview -Escape Out
7 Click on : "Generate Work Flow"
8 Wait for the Approval Process to Complete (Same as regular "Purchase Order')
After Change Order is Approved
1 Print the "statement' ( this Purchase Order will have " Change Order" displayed on it)
2 Click on the "Commit' button
3 File or submit to Finance
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Did you know??_
The "Plus Sign" + (number window) will allow you to move around the Springbrook window like the "Tab" button.