Purchase Order Amendments and Cancellations – Standard Operating Procedure

1) Purpose

To establish guidelines for requesting, processing, and documenting amendments and cancellations to purchase orders within the pharmaceutical purchase department.

2) Scope

This SOP applies to all purchase orders issued for materials, components, equipment, and services related to pharmaceutical manufacturing and distribution.

3) Responsibilities

Purchasing Department: Responsible for initiating and managing purchase order amendments and cancellations.
Finance Department: Responsible for processing financial adjustments related to purchase order changes.

4) Procedure

4.1) Amendment Request:
4.1.1) Identify the need for a purchase order amendment due to changes in quantities, specifications, or delivery schedules.
4.1.2) Submit a formal amendment request with justification and supporting documentation.

4.2) Approval Process:
4.2.1) Obtain necessary approvals for purchase order amendments from authorized personnel or departments.
4.2.2) Review and verify amendment requests against original purchase order terms and conditions.

4.3) Amendment Documentation:
4.3.1) Update purchase order details in the procurement system or documentation to reflect approved amendments.
4.3.2) Ensure accuracy and completeness of amended purchase order documentation.

4.4) Communication:
4.4.1) Notify suppliers of approved purchase order amendments and confirm acceptance of revised