Creating a Change Request

Warnings:

• We recommend that you do not take any of the following actions in any way other than the way described here, as it might lead to potential errors and data inconsistencies:
  • Creating a change request.
  • Adding, editing or deleting change request lines.
• A change request can only be applied by the user who created it or by a user with more permissions than the user who created it, for example, a user with the System Administrator profile.

You can create a change request for an active purchase contract as follows:

1. Click the Purchase Contracts tab.
2. Open the active purchase contract you want to create a change request for.
3. Click the Related tab.
4. On the Change Requests related list, click New.
   
5. Edit the fields you want to modify. These fields are pre-populated with the values of the original purchase contract.. For more information, see Purchase Contract Fields.
   
   Warning: If you leave the Maximum Amount to Order blank, the purchase contract will have an unlimited amount. If you leave the Maximum Quantity to Order blank, the purchase contract will have an unlimited quantity.
6. Click Next.
7. In the Purchase Contract Lines grid, edit the existing lines you want to modify, delete lines, or add new lines as required. For more information, see Editing Purchase Contract Lines, Adding Purchase Contract Lines, and Deleting Purchase Contract Lines.
   
8. Click Save.

Tip: In the Purchase Contract Lines grid, you can use the search box to quickly find the lines you are looking for. This enables you to search the content of any of the displayed columns. For example, you can search by item or start date. You can also right-click a column header to show a menu with options to sort and hide columns, and use drag-and-drop to reorder columns and rows.

Notes:

• The Change Requests related list only displays for active purchase contracts. The New button does not display if there is already an ongoing change request for the contract. An ongoing change request is any change request with a status other than "Superseded", "Canceled", or "Expired".

• The Purchase Contract Lines grid does not display "Canceled", "Expired", or "Superseded" lines because you cannot modify lines with such statuses. You can only modify expired lines to change its status to "Draft". And this is only possible if the change request is also in status "Draft" and the expired line is related to an original contract line.

Editing Purchase Contract Lines

To edit an existing line:

1. Double-click the cell you want to edit and enter a new value.
2. Repeat the previous step for each field that you want to modify.

Notes:

• If a line has errors, click to display the error message.
• The Purchase Contract Line column is not editable.
• If you leave blank the Maximum Amount to Order field or the Maximum Quantity to Order field, the limits that have been specified for these fields on the change request will be the limits applied to the lines.

• You cannot modify the record type, the item being procured, or the category of an existing purchase contract line.

Adding Purchase Contract Lines

To add a new line:

1. Click .
2. In the added row, double-click the Type column and enter a record type for the line that you are adding.
   
   Tip: You can click and select an option from the drop-down list. Once you start typing, the list only shows the options that match your typing value.
3. Depending on the type of line that you selected in the previous step, do one of the following:
   • If you selected the "Item" or "Capital Equipment" type, enter an item in the Item column.
   • If you selected the "Description" type, enter a description in the Description column.
   • If you selected the "Category" type, enter a category in the Category column.
4. Enter the unit cost in the Unit Cost column.
5. [Optional] Complete the rest of the fields as needed. For more information about these fields, see Purchase Contract Fields.

Notes:

• If a line has errors, click to display the error message.
• The Purchase Contract Line column is not editable.
• If you leave blank the Maximum Amount to Order field or the Maximum Quantity to Order field, the limits that have been specified for these fields on the change request will be the limits applied to the lines.

Deleting Purchase Contract Lines

To delete lines:

1. Select the lines that you want to delete.
2. Click . A confirmation message displays.
3. Click Delete.

Notes:

• Clicking Delete deletes any selected lines. This includes lines that might not be visible after using a search term to filter the purchase contract lines.
• When you delete a line that is associated with an original contract line, the line remains in the change request but is set to a status of "Expired". This status will be applied to the original contract line after the change request is approved and applied to the original purchase contract. Any changes that you might have previously made to the line will not be considered. This means that if you modify for example the unit cost of the line from 50 to 55, and after saving your changes you decide to delete the line, the only change that will be applied to the original contract is the change to a status of "Expired". The unit cost will remain unchanged with a value of 50.

Undeleting Original Contract Lines

When you delete a change request line that is associated with an original contract line, the line remains in the change request but is set to a status of "Expired". This is the status that will be applied to the original contract line once the change request is approved and applied.

However, lines with a status of "Expired" do not display in the Purchase Contract Lines table when editing a change request. Therefore, if you want to undelete such lines because you plan to restore them back in the contract, you must manually set their status to "Draft". You can do this as follows:

Note: You can only modify expired lines to change its status to "Draft" if the change request is also in a status of "Draft" and the expired line is related to an original contract line.

1. Open the change request that the line you want to undelete belongs to.
2. Open the line that you want to undelete from the Purchase Contract Lines related list.
3. On the line record page, click Edit.
4. In the Status field, change the status to "Draft".
5. Click Save.

The next time you edit the change request, the line will display in the Purchase Contract Lines table so that you can modify it as required.