10.4 Cancel an Order

There are a number of order cancellation scenarios available. Each depends on the configuration of your user profile and the configuration of the supplier. The following **options to cancel** an order may be available to you and are explained below:

6

* **Before submitting (shopping basket)**

7

This option is always available whilst the Shopping Basket is being created. Delete the relevant supplier element of the basket before it is submitted as a purchase requisition. No audit record is kept of cancellations before submission since no document is created.

8

* **During approval and before transmission (order requests)**

9

The option to cancel an Order Request before a Purchase Order is transmitted to the supplier is always available to the user irrespective of user and supplier configuration.

10

* **After approval and transmission–user has change order permissions**

11

Orders can always be cancelled after being transmitted to the supplier if the user has change order rights. PECOS will create an editable zero value change order.

12

* **After approval and transmission–user does not have change order permissions**

13

Transmitted orders can only be cancelled by a user without change order rights if the supplier profile allows order cancellation. PECOS will create a non-editable zero value change order.

14

=During Approval =

15

To cancel on **Order Request **__after__ it has been submitted but __before__ it has been approved and submitted as a Purchase Order to the supplier.

16

1. Click on the **Documents** tab to open the document search page.

17

1. Enter search criteria to find the order you wish to cancel (see Document Search).

18

1. In the Document Search Results screen click on the **order number** of the order you wish to cancel. The **Order Request Status Summary** screen will open.

19

The order status will display as //‘Order requires approval routing’//.

20

1. Enter your reason for cancelling the order in the **comments and feedback** text box. If you fail to enter comments PECOS will display a warning message

21

1. Click the *Cancel Order Request** button** **at the top of the page.

22

1. PECOS P2P will confirm cancellation by displaying the text: //‘Order has been cancelled’// at the top of the screen.

23

1*. The order history will be saved and its status will change to //‘Order has been cancelled’//.

24

1*. Receipting and invoicing links will be removed

25

1*. The order will be deleted from the approver’s inbox

26

1*. The requisition is retained in your order history for future reference

27

=With Change Order Permission=

28

If you have been granted change order permissions in your user profile: to cancel on order **after** it has been submitted and** after** it has been approved and transmitted to the supplier follow these steps.

29

1. Click on the **Documents** tab to open the document search page.

30

1. Enter search criteria to find the order you wish to cancel (see Document Search).

31

1. In the Document Search Results screen click on the **order number** of the order you wish to cancel. The **Purchase Order Status Summary** screen** **will** **open.

32

1. Enter your reason for cancelling the order in the **comments and feedback** text box. If you fail to enter comments PECOS P2P will display a warning message.

33

1. Click on the **Cancel PO **button at the top of the screen. The **Purchase Order Change – PO CHANGE MODE** screen will open. The Purchase Order Change screen** **will display with all quantities reduced to zero.

34

Note that the comments entered in the comments / feedback box in the previous screen will be added as mandatory audit trail comments. These comments can be edited here.

35

1. Decide if you require your change order to be **transmitted to the supplier** and select one of the options at the top of the screen:

36

1*. //**Save PO changes, do not sent to Supplier:**// the order will be cancelled but a confirmation will NOT be sent to the supplier.

37

1*. //**Save PO changes and send to Supplier:**// the order will be cancelled and a confirmation PO WILL be sent to the supplier.

38

1. Click on the **submit PO change** button** **at the top of the page. The **Purchase Order Change Review – PO CHANGE MODE** screen is displayed.

39

1. **Review External Comments.** Notice that PECOS P2P adds automated text into the ‘PO Change External Comments’ box indicating that all line quantities have been reduced to zero. This text will appear on the change order that is transmitted to the supplier and is editable here.

40

1. Review the order details and** **complete the cancellation by clicking the **submit** button.

41

If you chose **not to** **send** a change order to the supplier:

42

11. The **Purchase Order Status Summary **screen reopens

43

11. PECOS P2P does not create a change order

44

11. The original order value is reduced to zero

45

If you chose **to** **send** a change order to the supplier:

46

1. The **Purchase Order Status Summary **screen reopens displaying the change order details.

47

1. PECOS P2P creates a change order number

48

1. A zero value change order is transmitted for approval routing and transmitted to the supplier

49

1. The change order is displayed as a zero value order.

50

=Without Change Order Permissions=

51

If you have NOT been granted change order permissions in your user profile: to cancel on order **after** it has been submitted and** after** it has been approved and transmitted to the supplier follow these steps.

52

1. Click on the **Documents** tab to open the document search page.

53

1. Enter search criteria to find the order you wish to cancel (see Document Search).

54

1. In the Document Search Results screen click on the **order number** of the order you wish to cancel. The **Purchase Order Status Summary **screen will open.

55

1. Enter your reason for cancelling the order in the **comments and feedback** text box. If you fail to enter comments PECOS P2P will display a warning message.

56

1. Click on the **Cancel PO **button at the top of the screen.

57

58

PECOS P2P will create a zero value change order and transmit it to the supplier using the supplier’s standard order transmission method. The **Purchase Order Status Summary** screen** **will** **open.

59

* No editing is permitted to the change order because you do not have change order rights.

60

* PECOS P2P will automatically create a zero value change order to cancel your order.

61

* The change order will be transmitted to the supplier and confirmation will be displayed in the purchase order status summary screen.

62

* The change order is displayed as a zero value order.

Wiki source code of 10.4 Cancel an Order

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	4
	5	There are a number of order cancellation scenarios available. Each depends on the configuration of your user profile and the configuration of the supplier. The following options to cancel an order may be available to you and are explained below:
	6	* Before submitting (shopping basket)
	7	This option is always available whilst the Shopping Basket is being created. Delete the relevant supplier element of the basket before it is submitted as a purchase requisition. No audit record is kept of cancellations before submission since no document is created.
	8	* During approval and before transmission (order requests)
	9	The option to cancel an Order Request before a Purchase Order is transmitted to the supplier is always available to the user irrespective of user and supplier configuration.
	10	* After approval and transmission–user has change order permissions
	11	Orders can always be cancelled after being transmitted to the supplier if the user has change order rights. PECOS will create an editable zero value change order.
	12	* After approval and transmission–user does not have change order permissions
	13	Transmitted orders can only be cancelled by a user without change order rights if the supplier profile allows order cancellation. PECOS will create a non-editable zero value change order.
	14	=During Approval =
	15	To cancel on Order Request __after__ it has been submitted but __before__ it has been approved and submitted as a Purchase Order to the supplier.
	16	1. Click on the Documents tab to open the document search page.
	17	1. Enter search criteria to find the order you wish to cancel (see Document Search).
	18	1. In the Document Search Results screen click on the order number of the order you wish to cancel. The Order Request Status Summary screen will open.
	19	The order status will display as //‘Order requires approval routing’//.
	20	1. Enter your reason for cancelling the order in the comments and feedback text box. If you fail to enter comments PECOS will display a warning message
	21	1. Click the Cancel Order Request* button at the top of the page.
	22	1. PECOS P2P will confirm cancellation by displaying the text: //‘Order has been cancelled’// at the top of the screen.
	23	1*. The order history will be saved and its status will change to //‘Order has been cancelled’//.
	24	1*. Receipting and invoicing links will be removed
	25	1*. The order will be deleted from the approver’s inbox
	26	1*. The requisition is retained in your order history for future reference
	27	=With Change Order Permission=
	28	If you have been granted change order permissions in your user profile: to cancel on order after it has been submitted and after it has been approved and transmitted to the supplier follow these steps.
	29	1. Click on the Documents tab to open the document search page.
	30	1. Enter search criteria to find the order you wish to cancel (see Document Search).
	31	1. In the Document Search Results screen click on the order number of the order you wish to cancel. The Purchase Order Status Summary screen will open.
	32	1. Enter your reason for cancelling the order in the comments and feedback text box. If you fail to enter comments PECOS P2P will display a warning message.
	33	1. Click on the Cancel PO button at the top of the screen. The Purchase Order Change – PO CHANGE MODE screen will open. The Purchase Order Change screen will display with all quantities reduced to zero.
	34	Note that the comments entered in the comments / feedback box in the previous screen will be added as mandatory audit trail comments. These comments can be edited here.
	35	1. Decide if you require your change order to be transmitted to the supplier and select one of the options at the top of the screen:
	36	1. //Save PO changes, do not sent to Supplier:*// the order will be cancelled but a confirmation will NOT be sent to the supplier.
	37	1. //Save PO changes and send to Supplier:*// the order will be cancelled and a confirmation PO WILL be sent to the supplier.
	38	1. Click on the submit PO change button at the top of the page. The Purchase Order Change Review – PO CHANGE MODE screen is displayed.
	39	1. Review External Comments. Notice that PECOS P2P adds automated text into the ‘PO Change External Comments’ box indicating that all line quantities have been reduced to zero. This text will appear on the change order that is transmitted to the supplier and is editable here.
	40	1. Review the order details and complete the cancellation by clicking the submit button.
	41	If you chose not to send a change order to the supplier:
	42	11. The Purchase Order Status Summary screen reopens
	43	11. PECOS P2P does not create a change order
	44	11. The original order value is reduced to zero
	45	If you chose to send a change order to the supplier:
	46	1. The Purchase Order Status Summary screen reopens displaying the change order details.
	47	1. PECOS P2P creates a change order number
	48	1. A zero value change order is transmitted for approval routing and transmitted to the supplier
	49	1. The change order is displayed as a zero value order.
	50	=Without Change Order Permissions=
	51	If you have NOT been granted change order permissions in your user profile: to cancel on order after it has been submitted and after it has been approved and transmitted to the supplier follow these steps.
	52	1. Click on the Documents tab to open the document search page.
	53	1. Enter search criteria to find the order you wish to cancel (see Document Search).
	54	1. In the Document Search Results screen click on the order number of the order you wish to cancel. The Purchase Order Status Summary screen will open.
	55	1. Enter your reason for cancelling the order in the comments and feedback text box. If you fail to enter comments PECOS P2P will display a warning message.
	56	1. Click on the Cancel PO button at the top of the screen.
	57
	58	PECOS P2P will create a zero value change order and transmit it to the supplier using the supplier’s standard order transmission method. The Purchase Order Status Summary screen will open.
	59	* No editing is permitted to the change order because you do not have change order rights.
	60	* PECOS P2P will automatically create a zero value change order to cancel your order.
	61	* The change order will be transmitted to the supplier and confirmation will be displayed in the purchase order status summary screen.
	62	* The change order is displayed as a zero value order.