Overview
- Employees can request changes within Ramp for previously approved purchase orders
- Admins can set up a separate approval workflow for change orders
- When a change order is approved, the changes will be applied to the original PO with clear event history for auditing
How it works
Who can request changes to a purchase order: The request owner of the original PO, approvers, AP Clerks, and Admins.
When can you request changes to a purchase order: When a purchase order has been approved.
Who can reject or approve change orders: The approval chain set for the spend program will be triggered; the people in the approval chain can reject or approve a CO.
Set up a change order approval workflow
Change orders will trigger the same approval workflow as the original PO unless an admin sets up a separate approval workflow. To do this:
Edit spend program
Select the Procurement spend program you want to set up a change order approval policy for.
Set up change order approval workflow
Scroll down below "Set up approval workflow", and you will see the below. Turn off the toggle under "Use the same approval workflow for change orders" to then create a new workflow.
Save changes to the spend program
This workflow will only be applied to change orders in this specific spend program. You can disable or edit the workflow at any time.
Submit a change order
Request changes
Hit the "Request changes" button at the bottom of the PO to open the change order form.
There you can write a description on why you're submitting a change order and edit any other information initially submitted. You won't be able to delete line items that have already been matched to a bill.
Note: The PO number cannot be changed in the change order - this can only be changed after the change order is approved.
Review changes
Once you hit "Review changes", you'll see a screen summarizing the changes you made before proceeding.
Submit change order & track status
You will see the created change order after hitting submit. Here you can view a summary of the changes made, and see where approvals stand. If you view the current purchase order, you'll see the status of the change order on there.
Change orders will also appear in the Requests and Purchase Orders tables as seen below:
All status updates made to change orders will appear in the activity section of the purchase order. If a change order is rejected, you will be notified and the existing purchase order will stand. If a change order is approved, the changes will be applied to the original purchase order.
Review a change order
Review change order
Approvers can view change orders, review the changes made, then decide if they want to Approve or Reject it.
If you reject a change order, the original PO will stand and the change order will still be viewable. If you approve a change order, you can view the original PO and see the approved changes have been applied.
View audit history
You can view all changes made in the activity section of the purchase order for full audit history.
Use cases and examples
- Extending end date for engagement with a vendor / contractor
- Adding line items or amount corrections
- Seat add-ons or contract expansions
- Editing any custom fields previously filled out