Ammendment/Expediting Team

Paula Reyes, Joan Castillo, Debra Garofalo, and Linda Day

This team stands ready to expedite your Change Order Requests, and to help with any Banner RAPP problems, or other Amendment needs.

If you have questions or concerns about an existing Purchase Order,  please contact our Amendment Processing Team.

Paula Reyes (Manager)
(313) 577-3649
bb2709@wayne.edu

Joan Castillo
(313) 577-6913
bl4715@wayne.edu

Debra Garofalo
(313) 577-6787
dc2986@wayne.edu

Linda Day
(313) 577-3752
ee8631@wayne.edu

For information on the status of a requisition,  please call the following number:

Patricia  Wegner
(313) 577-3754
patricia_wegner@wayne.edu

 

Amendment Quick Links
Steps to do an Amendment
Un-allowable Amendments
Standard Amendment Clauses  
Adding back Text that has been Deleted  

  
Steps to do an Amendment

1. Access to FPACHAR screen. Type in the PO Number and the Change Sequence #. If you are creating a new Amendment you will type "NXT" to obtain the next appropriate sequence;
2. Ctrl Page Down (next block) to go to the "Document Information" screen. Click on Options at the top of the screen menu and select Document Text.
3. Once in Document Text, you will see a blank box next to "Modify Clause". Click on down arrow search button next to it.
4. You should now see a list of clauses with Clause Codes. All Amendment clauses begin with a "C" and are detailed at the bottom of this page. Scroll down to an appropriate clause (Note: Pressing f7 will clear the list. You can then type "C%" and press f8 to view only clauses beginning with a "C ".
5. Double click on the Clause Code you select. This will populate to the "Modify Clause" box on the previous screen.
6. Click on Record in the top of the screen menu, and select Insert
7. The statement will populate at the bottom in the Document Text. Scroll down to locate the inserted Amendment statement.
8. Once you have located the Amendment statement and made any appropriate modifications such as increased quantities or amounts, click the "Save" icon button at the top. (Please note: Do not type any statements in the same line as the clause codes (i.e. P1, S13)). Then exit the form by clicking on the "X"
9. Ctrl Page Down until you get to the "Commodity Item Selection" screen. Double click in the box(es) next to each appropriate item to check them for inclusion into your Amendment. Click the "Save" icon button at the top. Then exit the form by clicking on the "X"
10. You will automatically go to the "Commodity/Accounting". Type the appropriate increased or decreased amount(s). If there is any information that needs to be updated in the "Item Text", do so by clicking on Options in the top of the screen menu and select Item Text. Once you have made the corrections, click the "Save" icon button at the top. Then exit the form by clicking on the "X".
11. Ctrl Page Down until you get to the "Completion" screen. Click Complete

  
Un-allowable Amendments

There are circumstances in which Banner will prevent or Purchasing will not be able to accommodate a request for an Amendment to be processed. If a Vendor has been flagged as “Do Not Use” and Banner provides an alternate vendor number, only Amendments to finalize the order are allowed. Amendments to increase the PO spending limits or time frame are not allowed. Vendors flagged “Do Not Use” are systemically marked inactive, so Purchasing will have to be contacted via e-mail to release the inactive flag before any Amendment or Payment activity can take place. Examples of allowable Amendments include:

• Amendments to Close or Cancel a Purchase Order;
• Amendments to pay a “final” invoice;
• Amendments to reduce the value of PO or to shorten the time frame;
• Amendment to change an account without extending or increasing the order.
• Amendments to change the address sequence for the designated Vendor to an active BF or RT sequence .

Examples of unallowable Amendments include:

• Amendments to extend the time frame of the Purchase Order;
• Amendments to increase the value of the Purchase Order;.

The steps to process an allowable Amendment for a Vendor flagged “Do Not Use” include the following:

1. Send an E-Mail to the Purchasing Manager (Paula Reyes – bb2709@wayne.edu) indicating the need to have an Amendment processed against an order with the Vendor flagged “Do Not Use”. Include the PO number, and the nature of the Amendment.
2. The Purchasing Manager will review the request. If appropriate, the Purchasing Manager will forward the request to the Purchasing Coordinator to have the “inactive” flag on the Vendor temporarily removed.
3. Once the Purchasing Coordinator removes the inactive flag, an E-Mail will be sent back to the Purchasing Manager and the requestor advising them that the flag has been removed for a 72 hour period.
4. Upon the expiration of the 72 hour period, the Vendor is again flagged inactive to prevent unwanted new Requisitions, Amendments, or Payments from being processed against the Vendor.
5. If an Amendment is not fully processed during the 72 hour window, an new request to inactive the “Do Not Use” flag the Vendor will need to be sent to the Purchasing Manager.

  
How to Copy and Paste Document / Item text to a current Amendment (COR)

Please note:  Document and Item Text should never be deleted during the COR process, deleting text corrupts the PO in Banner.  Text that is no longer applicable to the COR, should be “unchecked” so it does not print on the final Amendment. 

The following is a step-by-step set of instructions, of how to correct a COR, when a disapproval message is received from the Purchasing department to “re-add Document Text and / or Item text back to the PO”. 

1. Open 2 sessions of Banner. Toggle, by holding the alt / tab keys, between the two Banner sessions.
2. In one session of Banner, look up the PO in inquiry mode, using FPIPURR.  If referencing the original PO, the change sequence number will be zero.
3. Go into document and/or item text (whichever is missing).
4. Highlight each line missing from the COR (one at a time) and COPY (CTRL C) the line(s) as needed.
5. Toggle to the 2nd session of Banner.  
6. Go into FPACHAR of the disapproved COR.
7. Go into document and/or item text.
8. Paste (CTRL V) the line that was copied (from 1st Banner session) into the text line.
9. Tab to the line number box and renumber the Line as it appears in the previous COR or original PO.
10. Repeat steps 1 – 9 for all missing lines.
11. Save before exiting.
12. Contact disapprover when complete

Helpful hints for Text information related to COR's:

• All document text, selection codes and item text must be carried forward, from the original PO.
• Please bypass the Original Document Text box and leave as the default setting (see example).
• Please DO NOT check the Change All box on the Item Selection Screen (see example).
• Amendment Statements should be in document text only - all other text (time period, not to exceed amount, detailed descriptions, contact info, etc.) should be in item text.
• Selection codes (listed in the Clause Code field of Document or Item Text) must be on their own lines – regular text and /or punctuation are not allowed on the same line.
• Lines with selection codes should be un-checked (print box).  This should already be unchecked when the COR is created.  Leave this “as is” when processing the COR.
• **If all text is included in the previous COR or original PO, once Purchasing has disapproved the current COR, please record remove it from the system and start from scratch.  Doing this will save on copy/paste errors.  Contact disapprover when complete.

 

Standard Amendment Clauses:
Clause No.	Clause Title	Complete Clause
CCORCI	Amend to change an Index	This amendment changes the Index to:
CORA	Amendment to increase funds	This Amendment increases the Purchase Order  From:                     To:
CORAA	Amend to Add line Increase Funds	This Amendment increases the Purchase Order From:                     To:  Due to the addition of line item(s)
CORAI	Amend to add, additional Index	This amendment adds Index:
CORAR	Amend to increase $ and revise date	This Amendment increases the Purchase Order  From: To:  and also revises the time period  Current time period:  Revised time period:
CORC	Amend to cancel the Purchase Order	This Amendment cancels the Purchase Order in its entirety. Item(s) and or service never received, and are no longer required.
CORC2	Amendment to Close the P.O.	Please close the Purchase Order no additional activity anticipated.
CORD	Amendment to decrease funds	This Amendment decreases the Purchase Order  From:                     To:
CORDC	Amend to Cancel Line Decrease Funds	This Amendment decreases the Purchase Order  From:                     To:  Due to the cancellation of line item(s)
CORDR	Amend to decrease $ and revise date	This Amendment decreases the Purchase Order  From:                     To:  and also revises the time period  Current time period:  Revised time period:
CORR	Amendment to revise time period	This Amendment revises the P. O. time period  Current time period:  Revised time period:
CORSI	Amend to split Index	This Amendment splits the Index between:
COR_RQ	Amend/New Req Clause for closed POs	This Requsition is issued as a continuance for Closed Purchase Order ____________. This PO was liquidated prior to the end of the fiscal year, and can no longer be Amended.  Please reference the replacement PO number on all invoices or other correspondence related to this order.