Purchase Order Cancellation

You can cancel a purchase order entirely if all of these conditions apply:

  • The purchase order is not on hold.

  • You are authorized to cancel purchase orders on the User Preferences - Procurement: Purchase Order Authorizations page.

  • You are authorized to cancel purchase orders for the buyer on the User Preferences - Procurement: Purchase Order Authorizations page.

  • No schedules on the purchase order have been matched.

  • No receipts have been recorded against the purchase order.

  • No open vouchers have been recorded against the purchase order.

  • No open or staged receipts against a blanket purchase order.

Once the system dispatches a purchase order, you can cancel the entire dispatched purchase order or you can cancel all lines without canceling the entire purchase order. On a dispatched purchase order, if you click the Cancel PO (cancel purchase order) button, the status of the purchase order changes to Pending Cancel. Then once you dispatch the purchase order again, the order is canceled.

Purchase Order Cancellation Processes

To cancel a purchase order not sourced from a requisition that does not require budget checking:

  1. Display the purchase order on the Maintain Purchase Order - Purchase Order page.

    The purchase order may be in a status of Open, Pending Approved, or Approved.

  2. Click the Cancel PO button on the Maintain Purchase Order - Purchase Order page.

    The system displays a message asking you to confirm the cancellation.

  3. Click the Yes button to confirm the cancellation of the purchase order.

    If the system was able to cancel the purchase order you'll receive a message stating successful cancellation on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was not able to cancel the purchase order you'll receive a message stating that the cancellation was unsuccessful on the Maintain Purchase Order - Cancel Purchase Order page. An unsuccessful cancellation is mostly likely due to a system failure.

    If you are canceling a dispatched purchase order, you'll receive a message stating that the purchase order has a pending cancel status and that you must dispatch the purchase order again to change the purchase order status to canceled.

  4. Click the Ok button on the Maintain Purchase Order - Cancel Purchase Order page.

    The system cancels the purchase order, changes the status on the purchase order to Canceled, and takes you back to the Add/Update POs component - Search page. Related quantities and amounts are adjusted on the manufacturer/distributor contract, and the released amounts are adjusted as well.

    When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel and takes you back to the Add/Update POs component - Search page. To change the purchase order status to Canceled you must dispatch the purchase order again.

To cancel a purchase order not sourced from a requisition that does require budget checking:

  1. Display the purchase order on the Maintain Purchase Order - Purchase Order page.

    The purchase order may be in a status of Open, Pending Approved, or Approved.

  2. Click the Cancel PO button on the Maintain Purchase Order - Purchase Order page.

    The system displays a message asking you to confirm the cancellation.

  3. Click the Yes button to confirm the cancellation of the purchase order.

    If the system was able to cancel the purchase order you'll receive a message stating that the purchase order was successfully canceled and that the purchase order requires budget checking. The system gives you the option to perform the budget checking process at that time on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was not able to cancel the purchase order you'll receive a message stating that the cancellation was unsuccessful on the Maintain Purchase Order - Cancel Purchase Order page. An unsuccessful cancellation is mostly likely due to a system failure.

    If you are canceling a dispatched purchase order, you'll receive a message stating that the purchase order has a pending cancel status but requires a budget check and that you must dispatch the purchase order again to change the purchase order status to canceled. The system gives you the option to perform the budget checking process at that time on the Maintain Purchase Order - Cancel Purchase Order page.

  4. Complete the cancellation process.

    • Click the Budget Check button on the Maintain Purchase Order - Cancel Purchase Order page to perform the budget checking process.

      The system cancels the purchase order, changes the status on the purchase order to Canceled, performs a budget check, and takes you back to the Add/Update POs component - Search page.

      When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel, performs a budget check, and takes you back to the Add/Update POs component - Search page. Related quantities and amounts are adjusted on the manufacturer/distributor contract, and the released amounts are also changed. To change the purchase order status to Canceled you must dispatch the purchase order again.

    • Click the OK button on the Maintain Purchase Order - Cancel Purchase Order page to not perform the budget checking process.

      The system cancels the purchase order, changes the status on the purchase order to Canceled, and takes you back to the Add/Update POs component - Search page.

      When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel and takes you back to the Add/Update POs component - Search page.

      To perform a budget check on this purchase order you will have to use the Budget Check Request run control page at a later date.

To cancel a purchase order sourced from a requisition that does not require budget checking:

  1. Display the purchase order on the Maintain Purchase Order - Purchase Order page.

    The purchase order may be in a status of Open, Pending Approved, or Approved.

  2. Click the Cancel PO button on the Maintain Purchase Order - Purchase Order page.

    The system displays a message asking you to confirm the cancellation.

  3. Click the Yes button to confirm the cancellation of the purchase order.

    • If the purchase order can be canceled the Maintain Purchase Order - Cancel Purchase Order page appears asking if you would like to open the requisition quantities to be sourced again. You have these options:

      Yes - Re-source all of the requisitions.

      No - Do not re-source the requisitions.

      Specify the requisitions you want to re-source. If you select this option, select the requisitions you want to re-source in the Requisitions Available for Re-Sourcing group box.

    • If the purchase order cannot be canceled the Maintain Purchase Order - Cancel Purchase Order page appears displaying the error messages why the purchase order cannot be canceled.

  4. Select the requisition re-sourcing option and click the Continue button on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was able to cancel the purchase order you'll receive a message stating that the purchase order was successfully canceled on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was not able to cancel the purchase order you'll receive a message stating that the cancellation was unsuccessful on the Maintain Purchase Order - Cancel Purchase Order page. An unsuccessful cancellation is mostly likely due to a system failure.

    If you are canceling a dispatched purchase order, you'll receive a message stating that the purchase order has a pending cancel status and that you must dispatch the purchase order again to change the purchase order status to canceled.

  5. Click the OK button on the Maintain Purchase Order - Cancel Purchase Order page.

    The system cancels the purchase order, changes the status on the purchase order to Canceled, and takes you back to the Add/Update POs component - Search page. Related quantities and amounts are adjusted on the manufacturer/distributor contract, and the released amounts are also changed.

    When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel and takes you back to the Add/Update POs component - Search page. To change the purchase order status to Canceled you must dispatch the purchase order again.

To cancel a purchase order sourced from a requisition that does require budget checking:

  1. Display the purchase order on the Maintain Purchase Order - Purchase Order page.

    The purchase order may be in a status of Open, Pending Approved, or Approved.

  2. Click the Cancel PO button on the Maintain Purchase Order - Purchase Order page.

    The system displays a message asking you to confirm the cancellation.

  3. Click the Yes button to confirm the cancellation of the purchase order.

    • If the purchase order can be canceled the Maintain Purchase Order - Cancel Purchase Order page appears asking if you would like to open the requisition quantities to be sourced again. You have these options:

      Yes - Re-source all of the requisitions.

      No - Do not re-source the requisitions.

      Specify the requisitions that you want to re-source. If you select this option, select the requisitions you want to re-source in the Requisitions Available for Re-Sourcing group box.

    • If the purchase order cannot be canceled the Maintain Purchase Order - Cancel Purchase Order page appears displaying the error messages why the purchase order cannot be canceled.

  4. Select the requisition re-sourcing option and click the Continue button on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was able to cancel the purchase order you'll receive a message stating that the purchase order was successfully canceled and that the purchase order requires budget checking. The system gives you the option to perform the budget checking process at that time on the Maintain Purchase Order - Cancel Purchase Order page.

    If the system was not able to cancel the purchase order you'll receive a message stating that the cancellation was unsuccessful on the Maintain Purchase Order - Cancel Purchase Order page. An unsuccessful cancellation is mostly likely due to a system failure.

    If you are canceling a dispatched purchase order, you'll receive a message stating that the purchase order has a pending cancel status but requires a budget check and that you must dispatch the purchase order again to change the purchase order status to canceled. The system gives you the option to perform the budget checking process at that time on the Maintain Purchase Order - Cancel Purchase Order page.

  5. Complete the cancellation process.

    • Click the Budget Check button on the Maintain Purchase Order - Cancel Purchase Order page to perform the budget checking process.

      The system cancels the purchase order, changes the status on the purchase order to Canceled, performs a budget check, and takes you back to the Add/Update POs component - Search page.

      When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel, performs a budget check, and takes you back to the Add/Update POs component - Search page. To change the purchase order status to Canceled you must dispatch the purchase order again.

    • Click the OK button on the Maintain Purchase Order - Cancel Purchase Order page to not perform the budget checking process.

      The system cancels the purchase order, changes the status on the purchase order to Canceled, and takes you back to the Add/Update POs component - Search page.

      When canceling dispatched purchase orders, the system changes the purchase order status to Pending Cancel and takes you back to the Add/Update POs component - Search page.

      To perform a budget check on this purchase order you will have use the Budget Check Request run control page at a later date.