Job Aid: How to Cancel a Purchase Order or Purchase Order line item

Transcription

1 Job Aid: How to Cancel a Purchase Order or Purchase Order line item BACKGROUND: The existing workflow for Cancel Purchase Orders and Purchase order line items has changed requiring fewer steps from the end user. Process for Canceling a single line item on a PO To cancel a single line item on a PO, begin by taking note of the PO number from the Requisitions screen. Next, browse to the initial Oracle screen by clicking the Home link. 1

2 Click the Purchase Order Summary link Enter the PO number in Number field on the Find Purchase Orders window and click Find. From the Purchase Order Headers window click on Lines button. 2

3 PO line item detail is displayed in Purchase Order Lines window. To select a line to cancel, place cursor in the line of the item that needs to be cancelled. Note: More detail for a PO line item can be viewed when the window is scrolled to the right. Select Control from the Tools menu. 3

4 From the actions menu select Cancel PO Line. A note to supplier should be added for the line item that is being cancelled. The note to supplier entered will display in the notes to supplier section at the line item level on the Purchase Order PDF. Then click Ok. NOTE: For increased visibility of cancelled PO lines, a note can also be added at the header level of the purchase order. For more information on how to add a header level see the Tip section of this document beginning on Page 10. A message will display to verify cancelling the PO line item; the user should click Ok to continue with 4

5 The system will display a confirmation message, click Ok. Once the user has clicked Ok, the system will return to previous Purchase Order Lines window. To view the Purchase Order change, return to Find Purchase Orders window and search (re-query) for the PO number again to see changes. Once the Purchase Order line item has been cancelled, a new version of PO PDF with Order Status of Purchase Order Change Notice is created and ed to supplier and purchaser. 5

6 Process to Cancel an entire PO To cancel an entire Purchase Order, begin by taking note of the PO number from the Requisitions screen. Next, browse to the initial Oracle screen by clicking the Home link. Click the Purchase Order Summary link 6

7 Enter the PO number in the Number field on the Find Purchase Orders window and click Find. The PO searched will display in grid highlighted in blue in the Purchase Order Headers window. 7

8 Rather than opening the PO from this window select Control from the Tools menu. Next the Document Control window will open. Make sure the Cancel PO action is selected from the menu. Note that all other actions displayed are not accessible for use. If desired, a Note to Supplier can be added which will display next to the revision number by the Notes to Contractor on the actual PO. Once completed, click Ok. 8

9 A message will display asking the user to confirm the cancellation of the Purchase Order. To continue with cancelling the Purchase Order, click OK. Once the Purchase Order is cancelled, the system will display a confirmation message to the user. To continue, click Ok. Once the user has clicked Ok, the system will return to the previous Purchase Order headers window. To view the cancelled PO, users must return to the Find Purchase Orders window and search (re-query) for the PO number again to see changes. Once the Purchase Order is cancelled, a new version of PO PDF with of Order Status of Cancelled is created and is ed to supplier and purchaser. 9

10 Tips If a PO line item is cancelled on a single line PO, the Purchase Order PO PDF will show that the PO is a Purchase Order Change Notice (POCN), not a cancelled PO. The entire PO should be cancelled for POs with only one line item. Once an action is confirmed, there are no additional steps that need to be taken i.e. reapproving. To add a note to supplier a header level note to supplier for increased visibility of line item cancellations: o Begin by entering for the purchase order number from the PO Summary window and click on find. o Next, select to Open the button from the PO Headers window. 10

11 o Once the Purchase Order is opened, click on the Terms button. o When the Terms window opens, enter a note to supplier. This is the note that will display at the header level. NOTE: The header level note will not allow more than 150 characters. If more than 150 characters are entered, the end of the note may be cut off. o Once you have entered a note to supplier, exit from the Terms and Conditions window. From the PO window click on the Save icon and the Ok to create another revision of the Purchase Order. 11

12 o Once the change has been made, Approve the change by clicking on Approve and then Ok from the Approval window. 12

13 o The header level note will appear at the top of the purchase order for increased visibility of purchase order line cancellation. 13