iBuy – Buyer Actions: Change Request Process, Closing or Reopening a PO (Purchasing Only)

Department User Involvement

Department users submit their requests using the PO Change Request Form. The form will gather the details of what needs adjusted on the PO and route to the appropriate Purchasing office to process. Department user information regarding the process is found on the iBuy - Completing the PO Change Request Form job aid. 

Create Change Request Function Information

The Create Change Request function allows an electronic change to an existing open PO that was placed using the Purchase Requisition Form or Standing Order Form. If processed without error, the change made on the PO is imported into Banner. Change Requests should not be processed in Banner because those changes will not be imported and reflected in iBuy.

It is always a good rule of thumb to check Banner to confirm a Change Request has not been created directly on the PO in Banner. In the future, as all orders originate from iBuy and Banner, this will become less of an issue.

Additionally, when checking Banner for Change Requests, make sure to take note if there are any pending invoices against the PO. This is important to do before starting a change request in iBuy and/or before selecting Close PO if you have been asked to do so. Partially Matched or Fully Matched POs allow for a Change Request creation as long as the Invoice Pay Status is not paid.

For exceptions or questions, please confirm with AITS iBuy Production Support aitsibuyproductionsupport@uillinois.edu before proceeding.

A Change Request cannot be processed for the following situations. A Cancel/Replace order will need to be created.

1. The Purchase Order was created before September 20, 2022.
   Details to check:
   • Under the General Information section, review the Purchase Order Date field to confirm the date is not prior to September 20, 2022.
2. The Purchase Order is from a prior Fiscal Year AND is closed in Banner.
   Details to check:
   • Under the General Information section, review the Purchase Order Date field to confirm the date is not from a prior fiscal year.
   • Under Billing/Payment section, review the Accounting Date field to confirm the date is not from a previous fiscal year.
   • Check for a Soft Close status warning across the top of the PO.
   • Soft Close: This means that the PO was closed in Banner and is within the 90 day wait period before moving to closed status in iBuy.
   • The History tab will show the date the PO was closed in Banner and placed in soft closed status in iBuy.
3. The Purchase Order was generated through a Hosted or Punchout catalog.
   Details to check:
   • Familiarize yourself with the names of the vendors that have catalogs displayed in the Shopping Showcase.
   • The “bullseye” icon, blob:https://kbadmin.apps.uillinois.edu/60c0f672-59f1-4dcf-b4de-301564fdd17f, at the line level of the order indicates that it is a catalog generated order.
   • Changes to catalog orders should be handled directly by the vendor representative.
4. The Purchase Order has been fully invoiced.
   Details to check:
   • Review the Invoice tab.
   • The number in parentheses identifies how many invoices have been submitted.
   • Under the Line Details section, review the Status of each of line.
   • If each line shows Net Invoiced, the PO line has been fully invoiced.
   • If the PO has been fully invoiced and paid or closed in iBuy, the Create Change Request function will not be an option. It is too late to make a change.
5. The vendor needs to be changed.
6. A different BP address needs to be used for the same vendor.
7. The original BP address used on the PO is no longer active.
   Details to check:
   • A message on the Change Request will state “Fulfillment address is no longer available” in the Item section of the PO. This means that the BP address used to create the requisition is no longer active for use on orders.
8. The Change Request processed prior to March 30, 2026 removed a line from the PO.
   Details to check:
   • Review the Change Request tab.
   • The number in parentheses identifies how many change requests have been created.
   • Merged indicates that the change request is complete and applied to the PO.
   • Review the lines of the PO to ensure that none display with blob:https://kbadmin.apps.uillinois.edu/3bf7b1f9-e89c-4f5e-8bc6-af42ac299dab, which indicates the line has been removed.
9. The Purchase Order used a previous fiscal year State Fund e.g. 100023.
   Details to check:
   • Under Accounting Codes section, review the Fund segment entry in the C-FOAP.
   • A previous fiscal year State Fund cannot be used on a Cancel/Replace order once it is closed.
   • You may coordinate with UAFR as to the limited window of time they open previous fiscal year State Funds to determine if you can process the Change Request or possibly have a Cancel/Replace order created.

• Purchase Order owner change.
  • This change cannot be applied to POs created prior to September 20, 2022.
  • Send an email with the PO number and the name/netid of the new PO Owner to AITS iBuy Production Support aitsibuyproductionsupport@uillinois.edu.
• C-FOAP change.
  • If the change is only for the C-FOAP, the department should process a Banner Journal Voucher to the correct C-FOAPAL AFTER the PO has been paid in full.

The PO Change Request Form allows users to request the following changes:

• Add a new line
• Add External Notes or Attachments
• FOB Code
• Non-Standard Payment Terms
• PO Owner
• Product description
• Quantity
• Remove a line
• Reopen PO
• Ship To address
• Start Date/End Date
• Unit Price
• Vendor Terms and Conditions
• Other: User may opt to update the Commodity Code.

1. Enter the PO number in the Search field at the top of iBuy.
2. From the search results, select the PO number to open the PO.
3. Validate the following before proceeding to the next step.  
   • Under the General Information section, review the Purchase Order Date field to confirm the date is not prior to September 20, 2022.
     • Resolution: If Purchase Order Date is prior to September 20, 2022, a PO Change Request cannot be processed. A Cancel/Replace order will need to be created.
   • Under the General Information section, review Owner Name to confirm it is not italicized/shows the user as inactive.
     • Resolution: The owner will need to be changed to an active user before proceeding. Send an email with the PO number and the name/netid of the new PO Owner to AITS iBuy Production Support aitsibuyproductionsupport@uillinois.edu.
   • Under the Accounting Codes section, review the Fund segment entry in the C-FOAP to validate it is not a State Fund from a prior fiscal year. e.g. 100023.
     • Resolution: A PO Change Request cannot be processed. A prior fiscal year State Fund cannot be used on a Cancel/Replace order once it is closed.You may coordinate with UAFR as to the limited window of time they open previous fiscal year State Funds to determine if you can process the Change Request or possibly have a Cancel/ Replace order created.
   • Review Invoice tab for pending invoices against the PO.
     
     • The number in parentheses identifies how many invoices have been submitted.
     • Under the Records found section, review the Payment Status of each invoice.
       • If any invoice shows In Process or Payable, the invoice is pending.
     • Under the Records found section, review the Due Date if applicable.
       NOTE: You must account for the Quantity and Total Amount that has been deducted from the overall PO balance.
4. Select the ellipsis (…) from the top right-hand corner of the PO. Available Actions/Options dropdown to appear. Select Create Change Request.
   NOTE: If Create Change Request is not an option, the PO has been fully invoiced and paid or closed in iBuy. It is too late to make a change.
5. You will receive a Create Change Request pop-up window.
   • Required Action: In the Change Request Reason box, provide a detailed summary of the changes to be made on the PO. These details include but not limited who made the request, the line number to be altered and what type of change is to be made, adding or removing a line. The PO Change Request Form ID can also be included. The summary entered in the Change Request Reason box helps create a paper trail of details for future reference. The information will appear at the top of the Change Request for reference as well as on the History tab.
   • Recommended Action: Select the individual listed as the Prepared By, Prepared for user from the Email Notification(s) list as the recipient to be notified about the change. Individuals listed as Approved Requisition may also be selected or a new email recipient may be added.
   • Optional Action: You may upload a single file or URL. The file will be placed in the Internal Notes and Attachment area of the requisition.
6. Select Create Change Request.
7. iBuy now displays the Change Request which puts you in edit mode on the requisition.
8. Select Edit (pencil icon) under the Billing Section and update the Accounting Date field to the current date.  
   • DO NOT adjust the date if the Accounting Date field is already populated with a future date.
   • If the field is left blank, the Change Request will be returned to draft status, where you have another chance to populate the accounting date and resubmit.
9. External Communication tab. If the PO Change Request Form indicates that the supplier has requested a copy of the revised PO, or as the Buyer in Purchasing processing the requested changes you feel the changes made warrant a new copy of the PO be sent to the supplier, go to the External Communication tab of the Change Request and select the box next to Suppliers on Change Request. The revised PO will automatically be distributed to the vendor in the PO Workflow through iBuy using the same distribution method as the original PO.
   NOTE: DO NOT change the settings for Resend to ERP System Connections on Change Request (Does not impact Banner) and PO Export to data warehouse. These settings are so the changes made automatically go to Banner and the data warehouse.
10. Use the remainder of the Change Request Action steps below specific to the type of edits needed on the Purchase Order. After those steps are the final steps to completing a Change Request.

After following the Start a Change Request steps:

1. Scroll down the Summary page until you see the line-item details.
2. Select the Purchase Requisition Form or Standing Order link on the line you need to make a change. You can only edit one line at a time.
3. Select the Form Fields tab.
4. Select the Order Details tab. From the Order Details tab you can:
   1. Edit the Unit Price
   2. Edit the Quantity
   3. Edit the Product Description
   4. Edit the Commodity Code
5. Select the Order Information tab. From the Order Information tab you can:
   1. Edit the Start Dates and/or End Dates
      NOTE: You may need to select Yes to Does this purchase include goods or services that are provided over a period of time/range of dates? to have the date fields appear.
6. Select Save on Change Request.
7. From the top left corner of the form, select the arrow to go Back to Change Request.
8. If you need to edit another line on the order, repeat steps 2-7 above.
9. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.

As of 2/18/2026, all purchasing campuses have voted to move forward with reducing the requested line to be removed to a penny value. DO NOT use the iBuy cancel a line feature due to the errors it causes. Retaining the line with a penny value is for historical purposes and allows for future changes to be processed if requested.

After following the Start a Change Request steps:

1. Scroll down the Summary page until you see the line-item details.
2. Select the Purchase Requisition Form or Standing Order link on the line you need to make a change. You can only edit one line at a time.
3. Select the Form Fields tab.
4. Select the Order Details tab.
5. Adjust Unit Price to .01.
6. Adjust Quantity to 1.
7. Select Save on Change Request.
8. From the top left corner of the form, select the arrow to go Back to Change Request.
9. If you need to edit another line on the order, repeat steps 2-8 above.
10. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.

NOTE: Two warnings could display under Summary after adjusting a line to a penny value line.

• “There is a penny line on this order. If the penny line is part of a larger piece of tagged equipment please make sure to code the line with Account Code 127* or 163* whichever is applicable.”
  Resolution: You may need to work with the user to determine if the penny line is part of a larger piece of tagged equipment and if the Account Code used in the C-FOAP is applicable.
• “There is a penny line on this order. If there is a C-FOAP split applied to the order, you must apply a single C-FOAP to the penny line-item to avoid order failure.”
  Resolution: This warning will display if there is a C-FOAP split at the top level (header) and is because Banner will not allow a penny to be split. There must be a single C-FOAP on the penny line if there is a C-FOAP split at the top level (header). To resolve this issue do the following:
  1. Select the Line Item Actions ellipsis (…) from the same line that is now a penny value.
  2. Select Accounting Codes.
  3. Use the Remove Split (garbage can icon) on the far right of the line that does not match the C-FOAP provided by the user in the PO Change Request Form for this situation.
  4. Select Save.
  5. Repeat steps 1-4 on other lines of the order that have been adjusted to a penny value.
  6. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.

External Notes and Attachments, FOB Code, Non-Standard Terms, Ship To Address

 After following the Start a Change Request steps:

1. External Notes and Attachments.
   1. Select Edit (pencil icon) to the right of the External Notes and Attachments box.
   2. In the Attn: box add any notes the department needs sent to the Supplier.
   3. Select Save.
   4. To add an external attachment, select the Add and browse for the attachment(s) that need to be added.
   5. Select Save Changes.
   6. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.
2. FOB Code. 
   NOTE: This change cannot be applied to POs created prior to December 1, 2023. Check the Purchase Order Date under General Information before proceeding. 
   NOTE: Often the FOB Code correction is prompted by University Payables contacting the user after an invoice has been received with shipping charges included but the FOB Code selection on the order is “Freight/Shipping charges should not be invoiced by the Supplier. FOB31”.
   1. Select Edit (pencil icon) in the Shipping section.
   2. From the drop-down menu select the FOB Code value requested by the department.
   3. Select Save.
   4. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.
3. Add/Edit Non-Standard Terms.
   1. Select Edit (pencil icon) in the Billing Options section.
   2. From the drop-down menu select the Non-Standard Terms value requested by the department.
   3. Select Save.
   4. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.
      NOTE: The PO will stop in the Purchasing ‘Non-Standard Terms Review’ queue to be approved after the Change Request has been submitted.
      NOTE: If you are not in the queue please ask someone within your Purchasing department to take action for you or ask your manager/USC to allow you permissions to this queue.
      1. On the Purchase Order, select Edit (pencil icon) in the Billing Options section.
      2. Edit only the Payment Terms field to match the selected Non-Standard Terms value.
      3. Review the Accounting Date field entry. If it is not within the current month, it must be updated to the current day.  
      4. Save and Approve the step. The payment term value should then be written to Banner. This can be confirmed in the FPIPURR.
4. Remove the Non-Standard Terms.
   NOTE: If a user notifies Purchasing to remove the Non-Standard Terms value, meaning they want to use the Supplier default setting e.g., Net 30, then complete the following steps.
   1. Within the Change Request you will NOT make any changes, but will add an accounting date of today, and will submit. Leaving the non-standard terms field with the original value, even though it is now wrong.
   2. Submit Request.
   3. Once the CR workflow is complete, the PO workflow will start and stop in the Purchasing Non-Standard Terms Review queue.
      NOTE: If you are not in the queue please ask someone within your Purchasing department to take action for you or ask your manager/USC to allow you permissions to this queue.
   4. On the Purchase Order, select Edit (pencil icon) in the Billing Options section.
   5. Edit only the Payment Terms field, changing it to the supplier profile default value. In many cases that is Net 30, but should be confirmed as some of our vendors have a profile setting that is not Net 30.
   6. Save and Approve the step. The payment term value should then be written to Banner. This can be confirmed in the FPIPURR.
5. ShipTo Address.
   1. Select Edit (pencil icon) in the Shipping section.
   2. From the drop-down user list or by using the search additional area underneath the users saved ShipTos, select the ShipTo address value requested by the user.
   3. Select Save.
   4. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.

After following the Start a Change Request steps:

1. Start with the first form (Purchase Requisition Form or Standing Order Form) link listed on the first line item of the PO.
2. Select the Form Fields tab.
3. Select the Order Information tab.
4. Locate the question that needs to have the response altered.
5. Change the response.
6. Note: Responses to some questions will cause additional questions display. Respond to all that appear.
7. Select Save on Change Request.
8. From the top left corner of the form, select the arrow to return Back to Change Request.
9. Until further notice, repeat steps 1-7 for each line on the PO.
10. Note: It is highly recommended to update all lines of the Purchase Requisition Form with the same answer response as just performed on line one. This will ensure reporting is accurate.
11. If necessary, proceed to any of the Change Request Actions outlined in this document. Otherwise proceed to the Submit Request section of this document.

Before submitting, please note that if a previous Change Request changed or updated the Payment Terms, the Change Request you are about to submit will also stop in the Non-Standard Terms Review queue unless the change just made was to remove the value from the Non-Standard Terms field.

1. Select Submit Request from the top right corner of the window.
2. The Change Request workflow will run and then the PO will go back through the PO workflow.
   NOTE: If the PO change increases the total dollar amount over the Purchasing Supervisor threshold, the Change Request will route to Purchasing Supervisor approvals before changes appear on the PO and the PO goes back through the workflow.
   NOTE: If you see the PO error in the workflow, contact AITS iBuy Production Support. DO NOT attempt to complete a Change Request in Banner.

1. From the left navigation of iBuy, select Orders, My Orders, My Change Requests.
   NOTE: The results will display the last 90 days by default. You can edit the Created Date by selecting the arrow next to Created Date: Last 90 Days.
2. Within the results, if the Change Request Status is Complete your Change Request is through the approval process.
3. If the status of your Change Request is Pending, from the Change Request No field, select the Change Request number you want to review.

POs closed in iBuy will sync to the close message to Banner. The PO will be closed in both systems. POs closed in Banner will sync the message to iBuy.

The PO will be in soft closed status in iBuy for 90 days before moving to closed status. When viewing a soft close PO in iBuy there is a warning message across the top, that states “This PO is in Soft Close status so not edits can be made to this PO and no receipts or invoices can be entered. To take these actions, open the PO.”

To ensure the PO close message from iBuy will successfully sync and close the PO in Banner review the following details before taking Close PO action on the PO:

• Purchase Order Date
  • Under the General Information section, review the Purchase Order Date field to confirm the date is not prior to September 20, 2022. If it is, the PO will need to be closed directly in Banner.  
• Owner Name
  • Under the General Information section, review Owner Name to confirm it is not italicized/shows the user as inactive.
    Resolution: The owner will need to be changed to an active user before proceeding. Send an email with the PO number and the name/netid of the new PO Owner to AITS iBuy Production Support aitsibuyproductionsupport@uillinois.edu.
• Accounting Date
  • Under the Billing/Payment section, review the Accounting Date.
    • Make sure the field is empty or, if there is a date entered, that it is prior to the current date before proceeding.
    • If the PO has an Accounting Date in a future fiscal year, the PO will need to be closed directly in Banner.
• Fund Code
  • Under the Accounting Codes section, review the Fund segment entry in the C-FOAP. 
    • If the entry is a State Fund from a previous fiscal year, the PO will need to be closed directly in Banner on a day when that State Fund value is open.
  • Contact Alex Bilangino bilangi2@uillinois.edu, Aaron Rund arund@uillinois.edu or Ashley Wetzel awetzel@uillinois.edu in UAFR to coordinate a date for the State Fund to be open.
• Pending Invoices
  • Check Banner FOIDOCH or FAIINVL and/or BDM, to see if the PO has any pending or on hold invoices.
  • On the PO in iBuy, review the Invoice tab.
    • The number in parentheses identifies how many invoices have been submitted.
    • Under the Records found section, review the Payment Status of each invoice.
      • If any invoice shows In Process or Payable, the invoice is pending.
    • Under the Records found section, review the Due Date if applicable. 
• If the PO does have pending invoices, reach out to University Payables. Ask if they can remove the Banner header for the pending invoice before moving forward with closing the PO in iBuy.

1. Use the Purchase Order Action ellipses (…) in the upper right to expand the options.
2. Scroll down to Close PO and select.
3. In the Add Note box, provide the close request information ticket number or the name of the individual making the request.
4. Select OK.

1. A Closed PO can be reopened if the PO was created during the current fiscal year AND funds remain on the PO.
   Details to check:
   • Under the General Information section, review the Purchase Order Date field to confirm the date is in the current fiscal year.
   • Under the Billing/Payment section, review the Accounting Date field to confirm the date is in the current fiscal year.
   • Review the Invoice tab.
     • The number in parentheses identifies how many invoices have been submitted.
   • Under the Line Details section, review the Status of each of line.
     • If any line shows Open, the PO line has not been fully invoiced and there are funds remaining.
       Resolution: The PO may be reopened in iBuy and Banner by Purchasing team member with the Buyer PO Open role assigned to allow for the expenditure of the funds.
2. A Closed PO cannot be reopened if the PO was created during a prior fiscal year.
   Details to check:
   • Under the General Information section, review the Purchase Order Date field.
   • Under the Billing/Payment section, review the Accounting Date field.
     Resolution: If the date is not in current fiscal year, the PO is not to be reopened. A Cancel/Replace or After the Fact order will need to be created.
3. A Closed PO cannot be reopened if the PO was created during the current fiscal year AND has insufficient funds or no funds remaining on the PO.
   Details to check:
   • Under the General Information section, review the Purchase Order Date field to confirm the date is in the current fiscal year.
   • Under the Billing/Payment section, review the Accounting Date field to confirm the date is in the current fiscal year.
   • Review the Invoice tab.
     • The number in parentheses identifies how many invoices have been submitted.
   • Under the Line Details section, review the Status of each of line.
     • If each line shows Net Invoiced, the PO line has been fully invoiced and no funds are remaining.
       Resolution: A Cancel/Replace or After the Fact order will need to be created.

• If a Credit Memo is received on a PO closed in current fiscal year and the PO is in Soft Close Status in iBuy, the PO will auto-reopen in iBuy. UPAY will reopen the PO in Banner to process the Credit Memo.
• If a Credit Memo is received on a PO closed in current fiscal year and the PO is in Closed Status in iBuy. UPAY will work with AITS to reopen the PO in iBuy and reopen the PO in Banner to process the Credit Memo.
• If a Credit Memo is received on a PO closed in a previous fiscal year, UPAY will process the credit in Banner on the PO’s FOAPAL, or on the State Credit Memo fund if the PO was on a (now closed) State funds.

1. Use the Purchase Order Action ellipses (…) in the upper right to expand the options.
2. Scroll down to Open PO and select.
3. In the Add Note box, provide detailed information about why the PO is being reopened, such as request or ticket number or the name of the individual making the request.
4. Select OK.
   NOTE: The reopen message will not sync between iBuy and Banner. When reopening a PO, it must be done in both systems.