Cancel Line Item(s) on a PO

Purpose:  Use this as a reference to cancel line item(s) on an existing Purchase Order (PO) in ctcLink.

Audience: Buyer's / Finance - Purchasing

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.

Cancel Schedule/Line on a PO

Navigation: Purchasing > Purchase Orders > Add/Update POs

  1. The Purchase Order search page will display. Enter the Business Unit and other search criteria options to locate the Purchase Order (PO).
  2. In the Lines section on the Details tab select the details icon of the line that you want to cancel.
  3. The Details for Line XX window displays. Select the cancel icon (red 'X').
select the line to cancel
  1. A message confirmation window displays confirming of the action. Select the Yes button to cancel the line XX for this purchase order or No button to return to the Details for Line XX page.
Select yes to confirm to cancel line

If there's associated Requisition(s) tied to this Purchase Order, you will receive a message regarding re-sourcing to a Requisition. Select the appropriate action by selecting the Yes or No button.

confirmation message ot resource line
  1. Once you've taken the appropriate action on the second question, you will see that the line Status now shows as 'Canceled'. The Budget Status will have changed to 'Not Checked'. Select the Budget Check icon.

The Budget Check process will need to be to be re-run.

Select Budget Check
  1. The page updates to display the Enter a Reason code and comment for making changes that are being tracked page. Select Reason Code and/or enter a comment for changes that are being tracked. Select the OK button.
Enter reason code
  1. As the line(s) have now been canceled, the PO will need to be re-dispatched. Select the Dispatch button.
Select Dispatch

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.

View Tutorial via Panopto

View the external link to Cancel Line Item(s) on a PO. This link will open in a new tab/window.

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