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This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services

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Dear Colleagues,

In order to meet Tri-Agency requirements, eliminate manual approval processes and duplication of efforts, as well as provide Fund Financial Managers/Principal Investigators (FFM/PI) full visibility on Change Orders, the following processes respective to Change Orders will be implemented:听听 听

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• Effective July 3, 2017, all Change Orders (Purchase Order changes) will be sent for electronic approval to the FFM/PI or their delegate.听 The approval process will replicate the current approval workflows that exist for Purchase Requisitions in MMP.
• Effective July 17, 2017 all invoices received by Accounts Payable where a discrepancy exists between the Invoice and the Purchase Order will be returned to the Purchase Order requestor and a Change Order will need to be submitted.听 Examples of discrepancies are: 听adding or removing products/services, changing quantities ordered, increasing pricing of products/services or changing fund/grant distribution.

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As is currently in place for Purchase Requisitions, the FFM/PI/delegate will approve Change Orders in Minerva Finance Administration Menu 鈥� Approve Document.听 Change Orders will be easily identifiable as the document number will be a PO number (P0XXXXXX). Details of the change will be provided in the 鈥淒ocument Text鈥� (Fig.2) section of the PO details (viewable by clicking the PO number 鈥� Fig.1):

Fig.1

Fig.2

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If you need any further information, please do not hesitate to contact Procurement Services at feedback.purchasing [at] mcgill.ca.

Thank you

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