Step By Step Guide to Requesting a Change to a Purchase Order through Oracle Fusion. Page 1 of 13 v1.00

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1 Step By Step Guide to Requesting a Change to a Purchase Order through Oracle Fusion Page 1 of 13 v1.00

2 Introduction This guide is to be used by suppliers to request a change to a Purchase Order through Oracle Fusion. Oracle Fusion is Bournemouth Borough Council s Purchase to Pay (P2P) system for managing transactions with suppliers from raising purchase orders, to receiving and managing invoices through to payment. Oracle Fusion includes a Supplier Portal for suppliers where suppliers can view and manage all Purchase Orders that have been sent to them and also submit invoices and credit notes against these Purchase Orders. In some cases it may be that a Purchase Order needs to be amended. This could be for example where the cost of some works increased due to unforeseen circumstances. In order for suppliers to be able to invoice the full amount against a Purchase Order, the supplier will need to request that the Purchase Order is amended to reflect the correct price. The Supplier Portal will not allow you to submit an invoice for higher than the amount a Purchase Order was raised for. This guide explains how to submit a request to change the purchase order value. Once a change is submitted, this is sent through to the Council to approve. Only once the request has been approved, will you be able to submit an invoice through the Supplier Portal for the revised Purchase Order amount. It is important that the change request is submitted as soon as possible so that an invoice can be submitted without delay through the Supplier Portal. Contact Details If you have any issues with submitting an electronic credit note against a Purchase Order, please call the Strategic Procurement Team at Bournemouth Borough Council on: Telephone: Page 2 of 13 v1.00

3 1 Login a) Access the Supplier Portal through the URL: b) Enter your login details and click sign in. If you are unsure of your login details, please contact the Council on the details at the start of this guide for your user ID. If you know your user ID and have forgotten your password, please use the Forgot Password link. Please note, your User ID is normally your address. Page 3 of 13 v1.00

4 2 Navigate to Supplier Portal a) Once you have logged in you will be taken to the Oracle Fusion home page. b) Click on the Navigator Icon and then select Supplier Portal Page 4 of 13 v1.00

5 3 Select Manage Orders a) You will now be taken to the Supplier Portal area within Oracle Fusion P2P. b) On the left hand side under the Tasks area, select Manage Orders Page 5 of 13 v1.00

6 4 Search for the Purchase Order a) Enter the Purchase Order Number that you wish to request a change for in the search box b) Then click Search c) The results will show the Purchase Order number that you have searched for d) Click on the Purchase Order number Page 6 of 13 v1.00

7 5 Review the Purchase Order a) You will then see an overview of the Purchase Order b) You can see the amount ordered and the lines of the Purchase Order Page 7 of 13 v1.00

8 6 Edit the Purchase Order a) To edit the Purchase Order select Actions > Edit Page 8 of 13 v1.00

9 6 Edit the Purchase Order b) You will get the below message advising that you will create a Change Order c) If you are sure you want to request a change to the Purchase Order, select Yes Page 9 of 13 v1.00

10 6 Edit the Purchase Order d) Amend the lines as required by increasing the price or quantity. In the below example the line has been amended from 1,000 to 1,200. e) You will see the system shows the increase that is being requested on the Purchase Order f) Add a Description of the change that you are making to the Purchase Order. This is seen by the approver at the Council and makes it easier for them when they are confirming whether to increase the value. Provide as much detail as possible in this box to ensure that the increase can be approved as soon as possible g) Once you have amended the prices or quantities as required and included a clear description of the changes, select Submit Page 10 of 13 v1.00

11 6 Edit the Purchase Order h) You will receive the below notification advising you that the Change Order has been submitted for the Purchase Order i) Press Okay Page 11 of 13 v1.00

12 7 Reviewing if the Change Order has been Approved by the Council a) Within the Purchase Order you will be able to view if the Change Order is still pending. b) By hovering over or clicking on the i button, the system will tell you if a Change Order is pending c) This means that your request to change has not yet been approved. Page 12 of 13 v1.00

13 7 Reviewing if the Change Order has been Approved by the Council d) You will not receive an automated when the Change to the Purchase Order has been approved. e) You will know when the Change Order has been approved only when the order shows with the revised value f) Please see the screen shot below. You will notice that the I button has disappeared next to the Status of Open g) Once the amount of the purchase order has changed you will then be able to invoice for an amount up to the value of the Purchase Order. END Page 13 of 13 v1.00

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