New Processes Applicable to Change Orders - effective July 3, 2017 and July 17, 2017 - ANNOUNCEMENT

This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services

Dear Colleagues,

In order to meet Tri-Agency requirements, eliminate manual approval processes and duplication of efforts, as well as provide Fund Financial Managers/Principal Investigators (FFM/PI) full visibility on Change Orders, the following processes respective to Change Orders will be implemented:    

• Effective July 3, 2017, all Change Orders (Purchase Order changes) will be sent for electronic approval to the FFM/PI or their delegate.  The approval process will replicate the current approval workflows that exist for Purchase Requisitions in MMP.
• Effective July 17, 2017 all invoices received by Accounts Payable where a discrepancy exists between the Invoice and the Purchase Order will be returned to the Purchase Order requestor and a Change Order will need to be submitted.  Examples of discrepancies are:  adding or removing products/services, changing quantities ordered, increasing pricing of products/services or changing fund/grant distribution.

As is currently in place for Purchase Requisitions, the FFM/PI/delegate will approve Change Orders in Minerva Finance Administration Menu – Approve Document.  Change Orders will be easily identifiable as the document number will be a PO number (P0XXXXXX). Details of the change will be provided in the “Document Text” (Fig.2) section of the PO details (viewable by clicking the PO number – Fig.1):

Fig.1

Fig.2

If you need any further information, please do not hesitate to contact Procurement Services at feedback.purchasing [at] mcgill.ca.

Thank you

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