Department Resources

Ways to Buy FAQ

 

Purchase Order Alterations

A properly completed and approved Alteration/Merchandise Return Form (available under "Purchasing Forms" tab to left) must be completed when a Purchase Order needs to be adjusted for:

  • Cancellation or Close
  • Price Adjustment
  • Freight
  • PeopleSoft Chartfield
  • Item Description
  • Product return

Alterations may only be completed for open (unpaid) purchase order lines and purchase orders.

Do not return merchandise to a supplier on your own or send it to Shipping and Receiving before following this procedure or completing the Alteration/Return Merchandise Form.

Before returning any merchandise, the department must contact the supplier to receive authorization to return the merchandise. The supplier will generally provide a "Return Merchandise Authorization" (RMA) number. The department should then complete the Alteration form, selecting the appropriate box indicating a product is to be returned, enter the RMA number in the appropriate place on the form, and send the form to Procurement for processing.

Please do not send the merchandise with the form or send it to Shipping and Receiving, but keep it until you are contacted by Shipping and Receiving.

After Procurement has processed the Alteration form, a copy will be sent to Shipping and Receiving and they will pick up the materials to be returned from the department. Please have the materials packaged for shipment, including an attached mailing label, the appropriate paperwork and the RMA number written on the outside of the package(s). If you need assistance please contact Procurement by phone (8-2111).