Overview
- Employees can request changes within Ramp for previously approved purchase orders
- Change orders go through the same approvals workflow as the initial request
- 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: Only the requester/owner of the original purchase order can request changes. Admins cannot submit change orders (even for their own POs), they can directly edit the PO.
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.
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. The approvals chain seen is the one for all requests in this spend program.
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