Cancel Existing Purchase Order

Purpose:   Use this document as a reference for canceling a purchase order (or a purchase order that has a receipt) in ctcLink.

Audience:   Finance/Buyers.

You must have at least one of these local college managed security roles:

  • ZD Accounts Payable Inquiry
  • ZD Purchasing Inquiry
  • ZZ Purchase Order Entry
  • ZZ Purchasing Approval

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

If a Purchase Order needs to be canceled but a receipt has been entered, then the receipt will need to be cancelled before the PO can be cancelled.

Cancel an Existing Purchase Order

Navigation: Purchasing > Purchase Orders > Add/Update POs

OR

Navigation: Employee Self Service > Purchase Orders > Add/Update POs

  1. On the Purchase Order search page select Find an Existing Value tab.
  2. Enter the Business Unit.
  3. Enter the Purchase Order you want to cancel in the PO ID field. Enter additional search criteria if needed.
  4. Select the Search button.
  5. The Maintain Purchase Order page displays.
  6. Select the Cancel PO (red X) icon to initiate the close process.
  7. A message window displays. Select the Yes button to confirm the PO cancellation.
confirmation message displays
  1. The Cancel Purchase Order window displays. Select from one of the options:
    • Yes, Re-Source all Reqs radio button.
    • No, do Not Re-Source Reqs radio button.
    • Specify Reqs to Re-Source radio button.
Available Options
 Outcome
Yes, Re-Source all Req (Yes, Re-source All Requisitions) Select this option to re-source all requisition quantities associated with the purchase order.
No, Do Not Re-Source Reqs (No, Do Not Re-Source Requisitions) Select this option if you do not want to re-source all requisition quantities associated with the purchase order.
Specify Reqs to Re-source (Specify Requisitions to Re-Source) Select this option if you want to specify which requisitions associated with the purchase order that you want to re-source the quantities for. When you select this options the Requisitions Available for Re-Sourcing group box appears, displaying all of the requisitions that are associated with the  purchase order you are canceling.
  1. Select the Continue button.
cancel purcjase order page
  1. The Cancel Purchase Order window updates. Select the Budget Check button if applicable.
select the budget check button
  1. Select the OK button to close out the Cancel Purchase Order window.
select Ok on cancel purchase order page
  1. The PO will now be in pending cancel status. Run the Dispatch POs process by selecting the Pending Cancel check box and unchecking all other statuses to include. Update dispatch methods to be Print and Email only. Enter all other fields as necessary.
  2. Select Save and then the Run buttons.
Select Pending Cancel, save page, and then select Run
  1. The Process Scheduler Request page displays. Select the PO BI Publisher Dispatch checkbox and select OK.
  2. Navigate to Process Monitor to confirm the process ran to success and is posted. Please refer to the Process Schedule Request steps for further instructions.
Select PO BI Publisher Dispatch option and select OK
  1. Process Complete.
Cancel an Existing Purchase Order (with Receipt Entered)

If a PO needs to be cancelled, but a receipt has been entered, then the receipt will need to be cancelled before the PO can be cancelled.

Navigation: Purchasing > Purchase Orders > Add/Update POs

  1. Select Find an Existing Value tab of the Purchase Order search page displays.
  2. Enter the Business Unit.
  3. Enter the Purchase Order you want to cancel in the PO ID field. Enter additional search criteria if needed.
  4. Select the Search button.
  5. The Maintain Purchase Order page displays.
  6. Under the Header section, select the Document Status hyperlink.
Select the document sttus link
  1. The Document Status page displays. Under the Associated Document section, select the Receipt number hyperlink.
Select the Reciept number link

To cancel the receipt, navigate to Purchasing > Add/Update Receipts to search for the receipt.  Select the red 'X' in the upper right hand corner of the receipt to cancel.

Select the Document status link
Select the yes button
Select OK to confirm

Now you will be able to cancel your PO.  Please refer back to the beginning of this QRG and follow the steps above to Cancel Existing Purchase Order.

If you need to cancel a PO that has not been received but is tied to an active voucher, contact Accounts Payable staff to ask them if the voucher against the PO can be canceled.  If so, you can move forward with canceling the PO.

select Ok on cancel purchase order page
  1. The PO will now be in pending cancel status. Run the Dispatch POs process by selecting the Pending Cancel check box and unchecking all other statuses to include. Update dispatch methods to be Print and Email only. Enter all other fields as necessary.
  2. Select Save and then the Run buttons.
Select Pending Cancel, save page, and then select Run
  1. The Process Scheduler Request page displays. Select the PO BI Publisher Dispatch checkbox and select OK.
  2. Navigate to Process Monitor to confirm the process ran to success and is posted. Please refer to the Process Schedule Request steps for further instructions.
Select PO BI Publisher Dispatch option and select OK
  1. Process Complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Cancel Existing Purchase Order. This link will open in a new tab/window.

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