10.12, How to Modify a dPR

10.12 How to Modify a dPR

last updated: 01/30/2002
Policy Owner: Procurement Services
Table 4 - Changing dPRs that have NOT been fully approved
Table 5 - Changing dPRs that have been fully approved
Table 6 - Changing dPRs when the PO exceeds the dPR

Table 4 - Changing dPRs that have not been fully approved

This table outlines the procedures for changing certain information on dPRs after they've been created but before they are fully approved. If the dPR has been fully approved, it is ready for Purchasing and cannot be modified.
ChangeProcedure
dPR Type
Encumber Current or Next FY? 		If screen 29H has not been completed and a dPR number has not been assigned - TAB to the TYPE field and key in the correct dPR type or change the C/N code.

If screen 29H has been completed - Go to screen 29Z, erase the dPR. Create a new dPR with the correct dPR type.

Order/Delivery Information Go to screen 29H, make the appropriate changes. Press ENTER. The message "DPR Xxxxxxx HAS BEEN MODIFIED" displays.
Account Number
Object Code
Percentage
Amount		 Document Funding-Go to screen 29H, type the dPR number in the DOCUMENT field. Press ENTER. TAB to the document funding section, make the appropriate changes. Press ENTER. Retrailer and reapprove the dPR.

Line Item Funding - Go to screen 29L, type the dPR number in the DOCUMENT field. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER. TAB to the ACCOUNT field, make the appropriate changes. Press ENTER. Retrailer and reapprove the dPR.

NOTE: You cannot change from line item funding to document funding or vice versa.

Vendor Information Go to screen 29V, type the dPR number in the DOCUMENT field. Press ENTER. Make the appropriate changes. Press ENTER. The message "DPR Xxxxxxx HAS BEEN MODIFIED" displays.
Quantity
Price
 		Go to screen 29L, type the dPR number in the DOCUMENT field. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER. TAB to the desired field, make the changes. Press ENTER. Retrailer and reapprove the dPR.
Unit of Measure (UOM)
Line descriptions		Go to screen 29L, type the dPR number in the DOCUMENT field. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER. TAB to the desired field, make the changes. Press ENTER. The message "DPR Xxxxxxx HAS BEEN MODIFIED" displays.
Add a line Go to screen 29L, press ENTER until a blank line displays. Add the line. Retrailer and reapprove the dPR.
Erase/Delete a line Go to screen 29L, type the dPR number in the document field. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER. TAB to the UPO field,

  • If the dPR has NOT been trailered, enter X (erase). Press ENTER. The line disappears from the dPR.

  • If the dPR has been trailered, enter D (delete). Press ENTER. The line is flagged from deletion. Note that the EXTENDED PRICE field is blank. Trailer the dPR to adjust the encumbrance.
    • Erase/Delete a dPR Go to screen 29Z, type the dPR number in the DOCUMENT field. Press ENTER. TAB to the ENTER OPTION field,

  • If the dPR has been trailered: Enter L (line delete). Press ENTER. Trailer the dPR to reverse the encumbrance.

  • If the dPR has not been trailered: Enter X if you have not added any lines. Press ENTER. Enter D if you have added lines. Press ENTER.
    • Approvals Once an approval has been processed, it cannot be revoked. Go to screen 22N, add a notepad revoking the approval.

    Table 5 - Changing dPRs that have been fully approved

    This table outlines the procedures for changing certain information on dPRs after they've been fully approved. Once a dPR has been fully approved, it is ready for Purchasing to process. If a change is needed, you can either ask Purchasing to "unlock" the dPR so that you can make the change or enter a notepad indicating the change. Unlocking a dPR allows you to modify a fully approved dPR.
    Change Procedure
    Add a line item Purchasing will unlock the dPR. After the change is made, retrailer and reapprove the dPR.
    Change and/or add suggested vendors Add a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Change the account numberPurchasing will unlock the dPR. After the change is made, retrailer and reapprove the dPR.
    Change the attachment flag Add a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Change the description of a lineAdd a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Change the ordered by and/or delivery informationAdd a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Changing object codes Either request that Purchasing unlock the dPR so that you can change the object code or add a notepad authorizing the object code change.

    If you change the object code, retrailer and reapprove the dPR.

    If you add a notepad, contact Purchasing.

    Decrease the quantity and/or unit priceAdd a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Delete a line item Add a notepad and contact Purchasing. If Purchasing requested the change, you do not need to contact them.
    Increase the quantity or the unit pricePurchasing will unlock the dPR. After the change is made, retrailer and reapprove the dPR.

    Table 6 - Changing dPRs when the PO exceeds the dPR

    This table outlines the procedures Purchasing will use if the amount of the PO will exceed the amount estimated on the dPR.

    The PO exceeds the dPR byThe dPR is Action
    < 1,000 <= 200 Buyer determines whether to continue or call the department.
    > 200 Buyer determines whether to continue or call the department. If the dPR is being processed in June on state accounts, the buyer must contact the fund accountant.
    1,000 - 10,000 <= 10% Buyer determines whether to continue or call the department. If the dPR is being processed in June on state accounts, the buyer must contact the fund accountant.
    > 10% Buyer unlocks the dPR and requests the department change the amount, thus forcing reapproval of the dPR.
    > 10,000 <= 1,000 Buyer determines whether to continue or call the department. If the dPR is being processed in June on state accounts, the buyer must contact the fund accountant.
    > 1,000 Buyer unlocks the dPR and requests the department change the amount, thus forcing reapproval of the dPR.

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