Account Changes
There are two types of purchase orders that can have account changes, Header-funded purchase orders and Line-funded purchase orders. Please note the requirements listed below for each type.
HEADER:
HEADER funding can be used on some purchase orders that start with P1xxxxx and P8xxxxx. The account number can ONLY be changed prior to invoicing. Once the purchase order has been invoiced, the department must process a correction journal entry to change the fund.
LINE:
LINE funding is used on all purchase orders that start with P3xxxxx (service related purchase orders) and P9xxxxx (open purchase orders) and P1 and P8 series orders for capital equipment over $5,000.. The account number can be changed anytime until the line or purchase order is final. Once the line or purchase order is final, the department must process a correction journal entry to change the fund. Note: changing the account will only apply to invoices posted AFTER the change has been completed. Payments made on the previous account are not affected. A journal entry will be needed if previous payments are to be charged to the new account.
Send all requests for account changes by memorandum or E Mail to the Purchasing Department, Attention: Sue Butler. Only individuals with signature approval may request account changes. All account changes that require special approval (1-5xxxx (equipment only 8xxx), 5-3xxxx, 8-8xxxx, 7-7xxxx and 6-4xxxx) must be obtained before the request is sent to Purchasing. After Purchasing has received the account change request, the documents in question will be reviewed to determine if an account change is possible. If an account change is possible, Purchasing will change the account in FRS. NOTE: A CHANGE ORDER WILL NOT BE PROCESSED FOR ACCOUNT CHANGES. If an account cannot be changed, the department will be notified via Email or memorandum.
Please send all account changes to:
Sue Butler, Purchasing Department, 555 S. Howes St. or Email sue.butler@purchasing.colostate.edu
Please call Sue Butler at 491-1522 if you have any questions.
