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Cancel Item Buttons

Purchase Orders Checklists

Purchase Orders FAQs

Cancel Items

Access this form using Activities>Purchase Orders>Cancel Items. Or, access it using Transactions>Enter Cash Disbursements>Start button> Cancel Items, Transactions>Accounts Payable>Enter A/P Invoices>Start button> Cancel Items, or Activities>Purchase Orders>Create/Modify Purchase Orders> Cancel Items.

Use this form to cancel line items that were entered on a purchase order and automatically generate an appropriate encumbrance liquidation based on the original coding (from the Activities>Purchase Orders>Create/Modify Purchase Orders>Coding tab).

To cancel a line item:

  1. Enter a Cancellation Number, Cancellation Date, Cancelled By, and Vendor ID.
  2. Select a Purchase Order Number, and then click the Display button.
  3. The Items Cancelled table displays purchase orders that have been printed and are open (not fully received or invoiced). Different columns display based on whether the Skip Receiving check box was selected on the Activities>Purchase Orders>Create/Modify Purchase Orders form.
  4. Enter an amount or quantity to cancel.
  5. Enter a comment.
  6. Click the Post button.

Posted Transactions displays after the canceled item is posted, if the Create Encumbrances check box was selected on the Create/Modify Purchase Orders form, and OL (Online Posting) was selected on the Encumbrance Session form. When BP (Batch-To Post) or BS (Batch-To Suspend) are selected, you will need to post the session using Activities>Manage Sessions>Post Transactions prior to canceling the item. Canceling without posting removes the item from inventory; however, manual liquidation can be performed using the Transactions>Encumbrances>Enter Encumbrance Liquidations form.

If this module is installed, the Description box expands to allow for more data. To automatically wrap the text when printing cancellations, select the Autofit Row Height check box on the Reports>Forms Designer>OK button>Insert Table> Properties>Detail tab.

The Unit Price is formatted in the currency selected on the Maintain>Purchase Orders>Item Codes form. When a related encumbrance exists for the canceled purchase order line number, the cancellation amount is translated to the functional currency using the exchange rate that was used when the original encumbrance was created during the purchase order printing process (Activities>Purchase Orders>Create/Modify Purchase Orders> Print).

 

Cancellation Number: Enter a unique cancellation number or accept the number that the system assigned. When creating a new cancellation, the system displays the next available cancellation number; or press the + key (cancellation number options were set up by the Administrator using Organization>Set Up Modules>Purchase Orders). We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols. Note that posted cancellation numbers can be recalled using the Find Button.

Cancellation Date: Enter a cancellation date or accept the system default. Future dates are not allowed.

Cancelled By: Enter the name of the person who is canceling the items.

Vendor ID: Select the Vendor ID assigned to the purchase order.

Purchase Order Number, Display: Select the purchase order number from the drop-down list, and then click the Display button. Once clicked, the Vendor ID, Purchase Order Number, and Display button are no longer available.

Items Cancelled: This table displays information based on receiving type, located in the Cancellation Number or Purchase Order Number drop-down list. The column names change depending on whether the Skip Receiving check box was selected on the Activities>Purchase Orders>Create/Modify Purchase Orders form.

  • Line Number: The line numbers for the purchase order number.
  • Item Code: The item code for the specified purchase order number and line number.
  • Item Description: The description for the item code.
  • Quantity Ordered: The quantity ordered for the item code. This column displays when the Purchase Order Type is Receive.
  • Purchase Unit: The purchase unit for the item code. This column displays when the Purchase Order Type is Receive.
  • Previously Received: The previously received quantity for the specified purchase order number and item code. This column displays when the Purchase Order Type is Receive.
  • Previously Cancelled: The previously canceled quantity for the specified purchase order number and item code. This column displays when the Purchase Order Type is Receive.
  • Quantity to Cancel: Enter the quantity to cancel for the specified purchase order number and item code. This column displays when the Purchase Order Type is Receive.
  • Ordered Amount: The amount ordered for the item code. This column displays when the Purchase Order Type is Skip Receiving.
  • Previously Invoiced Amount: The previously invoiced amount for the specified purchase order number and item code. This column displays when the Purchase Order Type is Skip Receiving.
  • Previously Cancelled Amount: The previously canceled quantity for the specified purchase order number and item code. This column displays when the Purchase Order Type is Skip Receiving.
  • Amount to Cancel: Enter the amount to cancel for the specified purchase order number and item code. This column displays when the Purchase Order Type is Skip Receiving.
  • Comments: Enter any comments or explanation related to the item code.
  • Click Print to print the current open receipt number or click Print All to select from all open (both current and posted) receipt numbers. See Load Purchase Order Cancellations (Print) and Print All: Purchase Order Cancellations.
  • Click Posted Transactions to view the posted Encumbrance Liquidation session information, or print a report using Reports>Transaction Reports>Posted General Ledger Transactions. See Enter Encumbrance Liquidations - Transaction Entry Tab.
  • If the Administrator specified a warn or prohibit date for Cancel Purchase Order Items or Encumbrance Liquidations (Organization>Organization Preferences>Entry Dates tab), and then you must enter a cancellation date outside the specified date, the system prohibits and/or warns you with a message.