It is necessary to cancel rather than delete a purchase order if it HAS already been sent to Accounting, and it has NOT been Approved for Payment. A purchase order may only be cancelled in the Issue Purchase Orders tab in the Issue Purchase Orders screen.
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Users are granted the privilege to cancel purchase orders in Security Management. |
In the Issue Purchase Orders screen, click the Issue Purchase Orders tab at the bottom of the screen.
Click the Sort By drop-down menu, and choose Release Code/Activity.
Expand the tree in the left side to the Purchase Order level, which displays the PO number (blue folder).
Right-click the purchase order to cancel, and select Cancel Purchase Order from the drop-down menu.
Or, highlight the purchase order, then click the Cancel Purchase Order icon in the screen's toolbar.
The Confirm message appears.
Make the appropriate selection.
To make the items in the purchase order available for reissue, and to leave the Job Cost budget as originally issued, click Yes.
To delete the items in the purchase order from the Issue Purchase Orders screen (items will NOT be available to reissue), and to delete the Job Cost budget for these items, click on the No button.
A second confirmation message notifies the user the purchase order will be cancelled.
Select whether to continue.
To cancel the purchase order, click Yes. The purchase order will be removed from the Approve Payment of Purchase Orders screen. The purchase order will also be closed in Job Cost, and the commitment amount will be reversed from the job.
To abort the cancellation process, click Cancel.
If Yes was selected in the previous step, the confirmation message appears, "Send cancel notification to supplier?"
To notify the supplier that the purchase order has been cancelled, click Yes (The supplier will be notified via the assigned Document Delivery Mode for the supplier).
If it is not necessary to notify the supplier, click No.
If Yes was selected, the Supplier Notification Processor log appears, indicating if the notification was successful.
A confirm message appears, asking the user, "Print prices on purchase orders?" Make the appropriate selection.
Click Yes to print prices on the PO, and the Windows Print dialog appears. Select the printing parameters to print the hard copy.
Otherwise, click No.
A "Succeeded!" message should appear. If not, click the Retry Failed Items button.
If the log was successful, click the Clear Successful Items button.
Click Close to exit the screen.
Click the Cancelled Summary tab at the bottom left. The cancelled purchase order appears in the list in the Issue Purchase Orders screen's Cancelled Summary tab.
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The Cancel Purchase Order function is NOT available if the user already approved the purchase order for payment. |
Overview of Issue Purchase Orders Screen
Add Change Orders or Variance Purchase Orders
Delete Purchasing Activities or Items
Print or Re-Print Purchase Orders
Send Purchase Orders to Suppliers
Issuing Purchase Orders if Budgets are Finalized in Sage Timberline Office Job Cost