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State of Illinois

Purchase Order:Cancelation

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TABLE OF CONTENTSOverview & Outcomes..................................................................2

CREATE A CHANGE ORDER...........................................................2Entering Changes..........................................................................................................2

CO: General Tab...........................................................................................................2

CO: Items Tab................................................................................................................4

CO: Subcontractor Tab..................................................................................................4

CO: Control Tab (Master Blanket POs only)...................................................................4

CO: Address Tab............................................................................................................5

Accounting Tab (Not Used for Master)..........................................................................5

Attachments Tab...........................................................................................................5

SUBMIT CO FOR APPROVAL & APPLY THE CO..................................6CO: Summary Tab..........................................................................................................6

Submit for Approval......................................................................................................7

Apply Change Order......................................................................................................9

Cancel Purchase Order................................................................................................10

PO: Summary Tab........................................................................................................10

SAP and Other Accounting Systems............................................................................11

The information contained in this document is a general guideline for the processing of procurements using the State of Illinois BidBuy system. State of Illinois procurements must be conducted in accordance with applicable statutes and rules, including the Illinois Procurement Code. For any questions, please contact your Agency Procurement Officer (APO) or State Purchasing Officer (SPO).

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Overview & OutcomesWhen a Purchase Order is in Sent status, and the contract has been executed, a formal cancelation is required. The process of canceling a Purchase Order (PO) includes:

Creating a Change Order to notify vendors Processing the Cancelation

This applies to Open Market POs, Release POs and Master Blanket POs.

Create a Change OrderLocate the original PO in Sent Status.

Click the Change Order tab

Entering ChangesWhen entering changes, be sure to note any changes made to custom columns. Custom Columns are those fields on the screen in BOLD. You will be required to update that information prior to submitting the Change Order. For a list of Custom Columns, see Appendix C.

CO: General Tab1. Add Canceled to the Short Description2. Update Contract End Date to Reflect Date of Cancelation3. Update any Additional Information to be Changed on the PO4. Click Save & Continue

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Purchase Order General Field DescriptionField Name DescriptionPO Number This number is automatically generated when the user

selects Save & Continue. Purchase Order number consist of: Fiscal Year, O: Org ID, E: Dept. ID, Z: Sequential Number (Zero Suppression). For Example: 16-AGENCY-TEST-P-259

Short Description Short Description helps the user identify or locate the document. Use complete words, not abbreviations. Start with alpha agency identifier, and then describe the item to be procured. Noun, Adjectives.

Department The department that is managing the contract. Location The location within the department managing the contract.Type Code These are defined by each agency – See Custom Column ListRelease Type There are two types of Releases in BidBuy:

Direct Release – The requestor of the document submits the direct release requisition for approval, and when approved, it generates a PO that goes directly to the vendor to fulfill the order.**This option is selected 99% of the time on any release**** Accounting changes after the Direct Release Requisition has been approved require a PO Change Order**

Standard Release – The requestor of the document submits the standard release requisition, and when approved, the requisition is routed to a Basic Purchaser. If the requestor is a BP user, the purchaser can be changed to any purchaser

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Field Name Descriptionwith rights the org in which the blanket is hosted. That BP user can convert to PO [including the BP requesting the release]. Once the PO is approved, the BP must send the PO to the Vendor.**Accounting changes can be made after the Release Req is converted to a Release PO before submitting for approval/during approval**

PCard Not used by the StatePrint Format* Use Default – PO PrintEntered Date This will populate when the document is saved.Print Dest Detail Choose if addresses for items going to different destinations

print out on the PO: if different, never select, always. Use default.

Alternate ID Do NOT delete or change data within the alternate ID field as it may cause invalid data or errors during the interface processes. Not to be updated by the user.

Required Date The date and time by which the originator requested that delivery of the items on this purchase order be delivered. This is typically defined at the contract, so no input is necessary.

Promised Date The date by which the vendor must deliver the goods. This is typically defined at the contract, so no input is necessary.

Control Code Agency defined control code.Days ARO The number of days after receiving this order by which the

vendor should deliver the goods. Retainage % Not used by State.Discount % Percentage of discount to be applied to PO.Contact Instructions Defines contact for the document.Tax Rate Not used by StateActual Cost The total cost of all the items on this purchase order,

including any applicable tax, freight, or discounts.Invoice Method Not used by StateReceipt Method Not used by StateCustom Columns Any fields on the screen in BOLD that are not referenced in

this manual or the online help, may be custom columns or fields created and maintained by the Internal or Organization Administrators. For additional information on those fields, reference the Custom Column Quick Reference Guide.

CO: Items TabItems Tab: General

No Updates Are Required.

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Items Tab: Accounting (Open Market & Release only)

No Updates Are Required.

CO: Subcontractor TabNo Updates Are Required.

CO: Control Tab (Master Blanket POs only)When available, changes can be made to the control tab.

Control Tab: General

1. Select Control tab2. Select the calendar icon to change the Blanket End Date to date of cancelation.3. Click Save & Continue

Purchase Order Control Field Descriptions

Field Name DescriptionMaster Blanket/Contract Begin Date*:

Beginning date of contract/blanket

Master Blanket/Contract End Date*:

Ending date of contract/blanket

The Cooperative Purchasing Allowed checkbox

Control if the master blanket is for just the user’s organization or if other organizations can order from it as well.

Organization/Department To allow all organizations to order from the blanket, select the AGY – Agency Umbrella Master Control as the Department. Also, user can you add just specific organizations that include all their departments, unless the user specifies certain departments.

Dollar Limit Dollar limit for this contract/blanket. Dollar Limit set to 0 indicates no limit. Minimum Order Amount Minimum order for each release against this contract/blanket.

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CO: Address Tab

No Updates Are Required.

Accounting Tab (Not Used for Master)No Updates Are Required.

Attachments Tab Update attachments as necessary to document cancelation, including the reason for cancellation.

Submit CO for Approval & Apply the COOnce the tabs are completed, including all required fields, the user may submit the Change Order for approval.

CO: Summary TabThe changes made via Change Order will be listed on the summary page. All the changes are listed for review. Changes made to standard columns in the system will be fully detailed.

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Comment for the Whole Change Order

A summary of the reason for cancelation should be included in the comment section.

Changes made to custom columns will appear like this, and must be updated to describe the actual change:

Submit for ApprovalUpon completion of creating a change order the agency submits the Change Order for approval by scrolling down to the bottom of the Change Order Summary tab.

1. Select Change Order Summary tab2. From Summary tab, click Submit for Approval

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The approval paths for the Change Order will display. Review and click Continue if correct.

When there is no approval path due to the zero dollar change order, the user is prompted to add the SPO and any other required approvers:

Automatic Approval – Selecting this will move a document to Ready for Purchasing status. This option is visible when there are no configured approval paths on the document.

Manually Add Approvers – Requires the user to choose from a drop-down list with individuals designated as approvers. The user selects an individual; clicks add approver and then save the approval (see example below).

1. From Summary tab, click Submit for Approval

2. Select Manually add approvers to add additional approvers3. Select Approvers from drop-down list and click Add Approver4. Click Save & Continue to continue5. Click Cancel & Exit to exit

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The sequence number is the order in which the approver can approve the document.

Apply Change Order

Once all approvals have been received, Apply the Change Order on the date the change is effective.

1. Click Apply Change Order to apply to PO2. Click Delete Change Order to delete CO

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You must apply the Change Order after it is approved or the PO will not reflect the changes.

Once applied, the vendor will receive an e-mail notification of the change.

From: ill.bidbuy.train@illinois.gov [mailto:ill.bidbuy.train@illinois.gov] Sent: Monday, April 9, 2018 3:52 PMSubject: [External] Change Order Notification - PO # 18-510CPOGS-CPOGS-P-2240, Cancel – Fire Extinguishers – PO Sent in Duplicate

This Change Order notification is being sent to you by CPOGS - Chief Procurement Office for General Services for Purchase Order 18-510CPOGS-CPOGS-P-2240, Cancel - Fire Extinguishers – PO Sent in Duplicate.

To see the change order online, you need your company's user name and login ID. Go to the CPOGS - Chief Procurement Office for General Services site at https://train.bidbuy.illinois.gov/bso/login.sdo. Enter your login and password information to sign into the system. Once logged in, access the purchase order by clicking the Purchase Order menu option. Printed copies of the change order can be accessed from the PO document on the site. Please refer to the attachment tab for any applicable supporting documents.

The information from the request is below:

Purchase Order HeaderRequesting Department: CPOGS51001 - Chief Procurement Office Of General ServicesBuyer Name: Lorri LawtonBuyer Phone: (217)720-9189Buyer Email: lorri.l.lawton@illinois.govPO Number: 18-510CPOGS-CPOGS-P-2240Description: Cancel - Emergency Test - Sent In DuplicateChange Order Number: 3Change Order Date: 04/09/2018Change Order Description: PO Canceled due to duplication of PO.

Change Order Description: PO Canceled due to duplication of PO.

Thank you for your participation.

Use this link to log on to Illinois*TRAIN*TRAIN*TRAIN*TRAIN*: https://train.bidbuy.illinois.gov/bso/login.sdo

Cancel Purchase OrderAfter the Change Order has been applied to the Purchase Order, cancel the PO. The PO can be cloned either before or after you cancel the PO in BidBuy. If the PO to be canceled is a Master Blanket PO (MBPO) verify the status of any open release POs off this master prior to canceling in BidBuy.

PO: Summary TabFrom the Purchase Order Summary Tab, verify that the Change Order has been applied and the vendor has received the notification.

Change Order Applied

CO Notification Sent to Vendor

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After verifying that the Change Order has been applied and the notification sent to vendor:

1. Click Cancel PO to cancel2. Click OK to confirm cancelation

The PO will move to Canceled status.

The PO will remain in the system in Canceled status, and can be accessed using the search functionality.

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SAP and Other Accounting Systems

For the purposes of accounting and obligations, this process of canceling a PO is specific to BidBuy only. This process does not interface with the SAP system. Updates to related accounting systems such as SAP must be conducted manually, outside of this process.

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