Understanding Changing and Closing Blanket Purchase Orders (BPOs)

Changing BPOs

Closing BPOs

New enhancement: The Close Contract button includes new functionality that allows campus departments to close BPOs quickly and easily.

Understanding Changing and Closing BPOs

Below is guidance for changing and closing BPOs. It includes a table of what you can change on a BPO, tips and best practices, step-by-step instructions, and additional resources that may be helpful to you.

IMPORTANT:

  • Ensure that the change to the BPO is absolutely necessary because the changes will need to be fully approved through the ARIBA approval process before an updated version of the BPO is sent to the supplier.
  • Changes are allowed on some BPO fields. Some fields cannot be changed. For more information, see the section titled:  What You Can and Cannot Change.
  • When changes are initiated on a BPO, the system creates a new copy of the Contract Request (CR) in the Composing Status. The new copy will have a version number appended to the CR number. For example, if the CR was CR1234, the new version will be CR1234-V2.
  • When the new CR version is fully approved, a new version of the BPO will be sent to the supplier over the ARIBA Network. The new BPO will have a version number appended to the BPO. For example, if the BPO was BPO1234, the new version will be BPO1234-V2.
  • The Change button will not be visible on the currently active CR or BPO if there is an existing change in the Composing or Submitted status. For more information, see the section titled: What Happens after a Change is Submitted for Approval.
  • Comments:
    • To send a new comment to the supplier on an existing BPO, do a Change, Add Comment and check the "Visible to Supplier" checkbox. Once the new version of the order is approved, the supplier will be able to view the comment. 
    • To add an internal comment, go to the Contract Request (CR) and Add Comment.

Who Can Change or Close a BPO and When

Preparer and Contact

The ARIBA BPO roles that allow users to make changes to the BPO are the:

  • Preparer - The individual who logged into ARIBA and initiated the BPO by creating a Contract Request (CR)
  • Contact (Requester) - The individual on whose behalf the Preparer created the BPO
  • Edit Access User - An individual granted Edit Access and listed in the Access Control section of the BPO

The Preparer and Contact can edit a CR when it is in Composing or Submitted status. Once the CR is approved and becomes a BPO, both Preparer and Contact are also able to make changes to or close the BPO.

Edit Access User

A user listed in Access Control as having Edit Access can make changes to (or close) the BPO only after a CR has been fully approved and become a BPO.  If the CR is still in Composing or Submitted status, the user listed as having Edit Access cannot make changes.

The table below shows when each role is able to perform changes during the life of a BPO.

Status of
CR or BPO

=======>
 
Composing-CR

Not yet been submitted for approval.

Submitted-CR

Submitted but not yet fully approved.

Processed-CR

Fully approved and the BPO has been sent to supplier.

Open-BPO

BPO is within Maximum Limit and Final Invoice Date.

Inactive-BPO

BPO is beyond the Final Invoice Date.

Received-BPO

BPO Received Available Amount is $0.00.

Invoiced-BPO

BPO Reconciled Available Amount is $0.00.

Closed-BPO

The BPO Reconciled Available Amount is $0.00 and there are no invoices with a Reconciling Status.
 

Role
Can Make Changes?
Preparer Yes Yes Yes Yes Yes Yes Yes Yes
Contact Yes Yes Yes Yes Yes Yes Yes Yes
Edit Access User: During Initial BPO Creation No No Yes Yes Yes Yes Yes Yes
Edit Access User: After BPO is Fully Approved

Yes, if the user initiated the change request.

No, if the Preparer, Requester or a different user with Edit Access initiated the change request.

Yes, if the user initiated the change request.

No, if the Preparer, Requester or a different user with Edit Access initiated the change request.

Yes Yes Yes Yes Yes Yes

Changing BPOs

What You Can and Cannot Change

REMINDER: For record-keeping purposes, you cannot change the Preparer of the BPO. For more information visit, What You Should Do If You Need to Change the BPO Preparer.

Definitions

Fields
Can Be Changed?
Title Yes. However, we caution you against changing this field. The Title field is searchable in ARIBA and some departments use the functionality for record-keeping purposes.  The best practice is for a user to create a descriptive and appropriate title when creating the BPO.  The title should make sense both to the department and supplier to avoid possible delays with the ordering process.
Description Yes. However, the best practice is to create a meaningful and appropriate description when you initially create the BPO. The BPO's description should make sense both to your department and the supplier to avoid possible delays with the ordering process.
Related Contract ID No
Contact Yes
Effective Date Yes. For more information, visit BPO Dates.
Expiration Date Yes.  For more information, visit BPO Dates.
Final Invoice Date

Yes. REMINDER: The number of days specified for Send notification in the Limits section, is relative to this date. For more information, visit BPO Dates.

Supplier No. BPOs can be associated with only one supplier. If you need to change the supplier, you must create a new BPO after canceling the BPO with the original supplier. To remove the open balance on your budget, close the current BPO.
Supplier Location No
Foreign Vendors Only You can change the payment type from Yes to No for wire or check payments
Ship To: Yes
Deliver To: Yes
Is this item listed on the exception item list?

Yes. However, prior to changing a BPO without exception items to a BPO with exception items, depending on the type of exception item:

  • You must obtain and attach any required documentation and pre-approvals for the exception item.
  • Additional approvers could be added to the Approval Flow.
  • You could be prompted to answer additional questions to certify that you have attached required documentation.
  • The system could assign a specific Account Code to the exception item that cannot be changed.
  • For more information, visit the Exception Items page.
Is this an outgoing Sponsored Programs Subaward?

No

Limits

Maximum Limit
Maximum Limit

Yes. When you change this field, be sure to use the Comments box to thoroughly describe why you are making the change. This will be a valuable audit tool and also facilitate communication with Procurement when the change results in putting the request either above or below the Direct Buy Limit.

  • When changing a BPO's Maximum Limit, ensure that your line items' amounts or quantities are also modified to equal the contract's new amount.
  • If you change a BPO's Maximum Limit from an amount below the Direct Buy Limit to an amount above the Direct Buy Limit:
    • The system will require that you:
      • Specify what the order is for (IT Goods and/or Services, Goods, Services, or Good and Services)
      • Provide the sole source justification on the Summary tab.
    • Procurement will be added to the Approval Flow and need to approve the change request.
  • If you reduce the BPO Maximum Limit from above the Direct Buy Limit to below the Direct Buy Limit, Procurement will remain on the Approval Flow because the original version of BPO required Procurement approval.
Tolerance Yes
Send notification when Amount Available is at or below: Yes
Expiration Date Notification
Send notification: Yes. The start date of when notifications will be sent is based on the BPO's Final Invoice Date, not Expiration Date.
Re-notify every: Yes
Notification List
Send notifications to: Yes
Re-notify every: Yes

Pricing Terms - Materials and Services

Add Line Items Yes
Modify Existing Line Items

Yes. See Add/Edit Item Level Pricing Terms section below for information on which fields can be changed on an existing line item.

Delete Existing Line Items No

Add/Edit Item Level Pricing Terms (or Existing Line Item Details)

Description
Full Description No
Commodity Code No
Supplier No
Contact No
Supplier Part Number No
Supplier Auxiliary Part ID No
Unit of Measure No
Negotiated Price Yes
Is this M&E item? No
Limits
Set Item Limits by Yes. When submitting this type of change, a user may encounter the message: "You have encountered a 'Limit Type Conflict' error." To remove the error and successfully submit the change request, follow the instructions here.
Maximum Amount or Quantity

Yes. When changing a line item's Maximum Amount or Quantity, ensure that the BPO's Maximum Limit is also modified to equal the line items' new, overall amount.

Tolerance Yes
Accounting
Account Code Yes, except on OSP subaward BPOs, which default to the 03-62 account code, and BPOs with exception items that have fixed account codes. 
Object SubObject (Code) No.  This field is auto-populated with the chosen account code.
Sub SubObject (Code) Yes
Budget Number

Yes. However:

  • Best practice is to check the status of all budgets on the order before submitting your change request. Failure to do so could cause a delay in your request if a budget is not open to expenditures.
  • You may be required to obtain paperwork and authorization before the change is approved, depending on the new budget's funding source.
  • Review the Approval Flow tab before you submit because, the approval requirements are re-evaluated and the Approval Flow is regenerated when changes are made. When you make changes to the Budget Numbers, the Approval Flow could have different approvers than those who were on the original version of the BPO. For more detailed information, refer to the section on What Happens after You Submit a Change for Approval?
  • Use Comments to describe why you are making changes to the budget.
Task/Option/Proj Codes Yes
Split Accounting Yes

Access Control

Edit Access (Editing Users)
Grant Edit Access Yes
Remove Edit Access Yes

Appendixes (Attachments)

Add Attachments Yes
Edit Attachment Details Yes
Remove Attachments Yes. However, note that removing an attachment disrupts the audit trail.  We recommend that you add a clarifying comment instead, in the Comments box and, when necessary, check the "visible to supplier" checkbox if the supplier needs to know). 
Summary 
Contract Review Yes
What is this order for? No. (Will only display for orders over the Direct Buy Limit)
What is the basis for Supplier Selection? No. (Will only display for orders over the Direct Buy Limit)

Step-by-Step Instructions

Access Change Screen

  1. On the upper-left hand corner of the Home or Contracts tab in ARIBA, click on Search.
  2. On the drop-down menu that appears, choose Contract.  A Search page will appear.
  3. Under the Contract ID textbox in the Search Filters section, enter the BPO reference number (BPO1234, for example), and then click Search on the lower right-hand corner of the section.
  4. Click the BPO number under the ID column of the Search Results section.
  5. Click the Change button () at the top of the page.
  6. If a page appears that requests you to confirm whether you want to edit the Contract, click the OK button.  The Summary page will appear.  Note on the upper-left hand corner the new CR version created (e.g., CR1234-V2).

Important:  For all submitted changes, the BPO's approval graph will be recreated, and the new version of the BPO will be sent to the supplier as soon as all approvals have been received.

Change BPO's Contact

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section.  Enter a detailed reason for the need to change the BPO's Contact.  Click on the Add Comment button.
  3. Under the Definitions section, find the Contact field.  Click on the drop-down arrow to the right of the current Contact’s name. 
  4. On the drop-down menu that appears, click on Search for more.
  5. On the drop-down menu to the right of Field, choose Name or Email Address
    • TIP: If you search by Email Address, type only the person's NetID username, not the full email address.
  6. Click the Search button.
  7. Find the person in the list of search results, and click the Select button to the right of his or her name.
  8. Confirm that the Contact field now shows the new Contact’s name. Once confirmed, click Summary on the left sidebar. 
  9. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right corner of the page. 

Change Contract Dates

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Contract Dates. Click on the Add Comment button.
  3. Under the Definitions section, find the Effective Date, Expiration Date and Final Invoice Date fields. Click on the calendar icon to the right of the date field that needs modification. Pick the new date.
  4. Scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Contract Dates.
  5. Confirm that the new date appears. Once confirmed, click Summary on the left sidebar.
  6. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right hand corner of the page. 

For additional information about contract dates, visit the Blanket Purchase Orders page.

Increase/Decrease Contract Funds and Tolerance Percentages

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Contract Funds and Tolerance Percentages. Click on the Add Comment button.
  3. On the left sidebar, click on Limits
  4. On the next page, under the Maximum Limit section, enter the modified contract amount.
  5. Below the Maximum Limit field, adjust the contract’s Tolerance percentage, if needed.
  6. On the left sidebar, click Summary.
  7. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right hand corner of the page. 

Increase/Decrease Line Item Amount or Quantity

Note: Before increasing the Maximum Limit of a line item on the Pricing Terms tab, be sure to increase the Maximum Limit of the overall BPO.  See Increase/Decrease Contract Funds and Tolerance Percentages instructions above.

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Line Item Amount or Quantity. Click on the Add Comment button.
  3. On the left sidebar, click on Pricing Terms. 
  4. On the next page, under the Materials and Services section, click the Edit button to the right of the line item that needs modification.
  5. Under the Description section, enter a new negotiated price, if need be.
  6. Under the Limits section, change the Item Limits by Amount or Quantity.
  7. On the upper-right or lower-right hand corner of the page, click OK.
  8. On the left sidebar, click Summary.
  9. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right hand corner of the page.
    • Note: After clicking on the Submit button, a user may encounter the message: "You have encountered a 'Limit Type Conflict' error." To remove the error and successfully submit the change request, follow the instructions here.

Change Account / Task / Option / Project Codes

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Line Item Amount or Quantity. Click on the Add Comment button.
  3. On the left sidebar, click on Pricing Terms. 
  4. On the next page, under the Materials and Services section, click the Edit button to the right of the line item that needs modification.
  5. Under the Accounting section, find the Account Code field. Click on the drop-down arrow to the right of the current account code. 
    • Important: When invoices are in reconciling status, account code changes cannot be made between taxable and non-taxable account codes.
  6. On the drop-down menu that appears, click Search for more.
  7. On the drop-down menu to the right of Field, choose Account Code, Description, or Biennium Year.
  8. Click the Search button.
  9. Find the account code in the list of search results, and click the Select button to the right of the account code.
  10. Confirm that the Account Code field now shows the new account code. 
  11. Find the Task, Option and Project fields. If needed, change to their new values.
  12. On the upper-right or lower-right hand corner of of the page, click OK.
  13. Click Summary on the left sidebar.
  14. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right corner of the page. 

Change Budget Number

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to change the BPO's Budget Number(s). Click on the Add Comment button.
  3. On the left sidebar, click on Pricing Terms. 
  4. On the next page, under the Materials and Services section, click the Edit button to the right of the line item that needs modification.
Line Item With One Budget Number:
  1. Under the Accounting section, find the Budget Number field. Click on the drop-down arrow to the right of the current budget number.
  2. On the drop-down menu that appears, click Search for more.
  3. On the drop-down menu to the right of Field, choose Budget Number.
    • TIP:  Do not use a dash (-) when typing the budget number in the search field.  For example, enter 999999, instead of 99-9999.
  4. Click the Search button.
  5. Find the budget number in the list of search results, and click the Select button to the right of the budget number.
  6. Confirm that the Budget Number field now shows the new budget number. Once confirmed, click Summary on the left sidebar.
  7. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right corner of the page. 
Line Item With Multiple Budget Numbers:
  1. At the bottom of the Accounting section, click the Split Accounting button.
  2. Find the budget number that needs to be changed. Click on the drop-down arrow to the right of the current budget number.
  3. On the drop-down menu to the right of Field, choose Budget Number.
    • TIP:  Do not use a dash (-) when typing the budget number in the search field. For example, enter 999999, instead of 99-9999.
  4. Click the Search button.
  5. Find the budget number in the list of search results, and click the Select button to the right of the budget number.
  6. Confirm that the Budget Number field now shows the new budget number. 
  7. Confirm that the new budget number's Split Percentage is correct.
  8. On the upper-right or lower-right hand corner of the page, click OK.
  9. On the upper-right or lower-right hand corner of the next page, click OK.
  10. Click Summary on the left sidebar.
  11. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right hand corner of the page. 

Grant Edit Access

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to grant a person Edit Access to the BPO. Click on the Add Comment button.
  3. On the left sidebar, click on Access Control. 
  4. On the next page, under the Edit Access section, click select.
  5. On the drop-down menu to the right of Field, choose Name or Email Address and enter the person's name or email address.
    • TIP: If you search by Email Address, type only the person's NetID username, not the full email address.
  6. Click the Search button.
  7. Find the person on the list of the search results, and check the box to the left of his or her name.
  8. On the lower-right hand corner of the window, click the Done button.
  9. Confirm that the Editing Users section now shows the person's name. Once confirmed, click Summary on the left sidebar.
  10. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right corner of the page.

Remove Edit Access

  1. Access the Change screen.
  2. On the left sidebar, click on Definitions.
    • Important: Before making the change, scroll to the Comments section. Enter a detailed reason for the need to remove the person's Edit Access. Click on the Add Comment button.
  3. On the left sidebar, click on Access Control. 
  4. On the next page, under the Edit Access section, click select.
  5. In the section Currently Selected, uncheck the box to the left of the person whose Edit Access needs to be removed.  On the lower-right corner, click the Done button.
  6. On the left sidebar, click Summary.
  7. In the CR’s Summary section, click on the Submit button either on the upper-right or lower-right corner of the page. 

What Happens after You Submit a Change for Approval?

Clicking the Submit button does not mean the BPO has been successfully changed. Changes become official when necessary approvals have been obtained and a new version number of the BPO has been sent to the supplier through the ARIBA Network.

When you make changes to the new CR version, approval requirements will be re-evaluated and the Approval Flow will be regenerated. After you Submit, all approvers will need to log into ARIBA and approve the changes. Depending on the changes, the Approval Flow could have different approvers than those who were on the original version of the BPO.

Specifically:

  • If there are changes to any of the line item budgets, then the Approval Flow will change to reflect the ASTRA approvers for the changed budget information.
  • Further changes cannot be made to a BPO if an existing change is in the Submitted status. The Change button is not visible until the change is fully approved or the change is withdrawn and deleted.
  • For BPOs that are NOT Subawards, Procurement will be included on the Approval Flow if the change:
    • Increases the BPO Maximum Limit from below to above the Direct Buy Limit.
    • Reduces the BPO Maximum Limit from above the Direct Buy Limit to below. This is because the original version of BPO required Procurement  approval.
    • Specifies the order is for an exception item that needs Procurement approval.
  • For Subaward BPOs:
    • Changing the Subward Type to PAS Transition, will add the the PAS Approver to the Approval Flow instead of the OSP Approver.

To prevent possible delays during the change request's approval process:

  • Before clicking the Submit button, enter comments that describe the change made.
    • If the supplier needs to know of the change made, click the "visible to supplier" checkbox.
    • If the comments are internal to the UW, leave the "visible to supplier" checkbox unchecked.
  • Attach any supporting documentation required for the change to be approved.

Closing BPOs

Before closing a BPO

For guidance on closing out an OSP Subaward BPO, follow the step-by-step instructions from the Office of Sponsored Programs available here.

A Preparer, Contact or Edit Access User can close an ARIBA BPO using the guidance below:

  • Orders should only be closed when all items are received and all invoices have been reconciled and paid.
    • Check the Invoices tab and make sure that no invoices are in Reconciling status.
    • Check the Receipts tab and make sure that no receipts are in Submitted status.
  • If an order is incomplete or shows an open balance, the department must contact the supplier to verify the order is canceled or closed and no further shipments nor invoices are due on the PO.
  • Let the supplier know that you will close the BPO. 

Closing BPOs using the Close Contract Button

The enhanced Close Contract button includes new functionality that allows campus departments to close Blanket Purchase Orders (BPOs) quickly and easily. The Close Contract button will:

  • Remove the Open Balance from your budget
  • Not require re-approval of a new version of the Contract Request
  • Prevent suppliers from submitting additional invoices

To use the Close Contract button:

  • All invoices must have a status of Reconciled or Rejected
  • The BPO must not already be closed due to exceeding the Maximum Limit or being past the Final Invoice Date
  • The BPO must not be a Subaward with an Advance

The same people that can close a BPO by submitting a change to remove funds will be able to use this new Close Contract button feature, including the BPO Preparer, Contact or those who have Edit Access on the BPO. When a BPO is closed by clicking the Close Contract button, a Comment box automatically pops up to add the required comment. Once completed, the BPO will show a status of Inactive, and the History tab will show “closed by user.”

If the Close Contract button is not an option, based on the requirements above, review whether invoices have been paid and follow the appropriate guidance below. 

Closing a BPO when the Close Contract button is not an option

If at least one invoice has been paid

  1. On the upper-left hand corner of your ARIBA screen, click Search.  In the dropdown menu that appears, choose Contract.
  2. Under the Search Filters section, in the Contract ID field, enter the BPO number. On the lower-right corner, click Search.
  3. In the Search Results section, click on the BPO number.
  4. On the BPO’s Summary tab, under the Definitions section, scroll to the bottom and find the BPO's Reconciled Amount.  Note the BPO's amount reconciled.
  5. Click on the Pricing Terms tab.  Click the Detail button to the right of the Line Item 1's Negotiated Price.  Scroll to the line item's Limits section.  If BPO Set Item Limits by: is Amount, note the line item Reconciled Amount. If BPO Set Item Limits by: is Quantity, note the line item Reconciled Quantity. Repeat for each line item on the BPO
  6. Scroll to the top of the page.  Click the Change () button.
    • IMPORTANT: DO NOT click on the Close Contract () button.
  7. On the left sidebar, click Limits.
  8. Under the Maximum Limit section, in the Maximum Limit field, enter the Reconciled Amount noted on step 4.
  9. On the left sidebar, click on Pricing Terms.
  10. In the Materials and Services section, click the Edit button to the right of the line item.
  11. On the Contract Term Details in the Description section, change the Negotiated Price to 0 (zero).  In the Limits section:  If Set Item Limits by is set to Amount, enter the Reconciled Amount (from step 5) for the Line item.  If Set Item Limits by is set to Quantity, enter the Reconciled Quantity (from step 5) for the Line item.
  12. On the upper or lower-right corner of the page, click OK.
  13. Repeat steps 9 to 11 for each line item.
  14. On the left sidebar, click Summary.
  15. In the Summary tab, scroll to the Comments section. Provide the reason for your wanting to close the BPO.
  16. Optional: If you need to let the supplier know the reason for closing the BPO, click the "visible to supplier" checkbox.
  17. On the upper or left-corner of the page, click the Submit button. The approval graph will be regenerated. 
  18. When all approvers have approved, a new version of the BPO will be sent to the supplier, and the supplier will lose the ability to invoice.

If no invoice has been issued or paid

  1. On the upper-left hand corner of your ARIBA screen, click Search. In the dropdown menu that appears, choose Contract.
  2. Under the Search Filters section, in the Contract ID field, enter the BPO number. On the lower-right corner, click Search.
  3. In the Search Results section, click on the BPO number.
  4. At the top of the page, click the Change () button.
    • IMPORTANT: DO NOT click on the Close Contract () button.
  5. On the left sidebar, click Limits.
  6. Under Maximum Limit, in the Maximum Limit field, enter $0.00.
  7. On the left sidebar, click Pricing Terms.
  8. In the Materials and Services section, click the Edit button to the right of the line item.
  9. Under the line item’s Limits section:
    1. If Set Item Limits by is set to Amount, enter 0 (zero).
    2. If Set Item Limits by is set to Quantity, scroll to the top of the page, to the Description section. Change the Negotiated Price to 0 (zero).
  10. On the upper or lower-right corner of the page, click OK.
  11. Repeat steps 9 to 11 for each line item.
  12. On the left sidebar, click Summary.
  13. In the Summary tab, scroll to the Comments section. Provide the reason for your wanting to close the BPO.
  14. Optional: If you need to let the supplier know the reason for closing the BPO, click the "visible to supplier" checkbox.
  15. On the upper or left-corner of the page, click the Submit button. The approval graph will be regenerated. 
  16. Once all approvals have been obtained, a new version of the BPO will be sent to the supplier, and the supplier will lose the ability to invoice.