10.4 Cancel an Order

• Before submitting (shopping basket)
  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.
• During approval and before transmission (order requests)
  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.
• After approval and transmission–user has change order permissions
  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.
• After approval and transmission–user does not have change order permissions
  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.

During Approval

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.

1. Click on the Documents tab to open the document search page.
2. Enter search criteria to find the order you wish to cancel (see Document Search).
3. 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.
   The order status will display as ‘Order requires approval routing’.
4. 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
5. Click the *Cancel Order Request button at the top of the page.
6. PECOS P2P will confirm cancellation by displaying the text: ‘Order has been cancelled’ at the top of the screen.
   • The order history will be saved and its status will change to ‘Order has been cancelled’.
   • Receipting and invoicing links will be removed
   • The order will be deleted from the approver’s inbox
   • The requisition is retained in your order history for future reference

With Change Order Permission

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.

1. Click on the Documents tab to open the document search page.
2. Enter search criteria to find the order you wish to cancel (see Document Search).
3. 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.
4. 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.
5. 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.
   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.
6. 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:
   • Save PO changes, do not sent to Supplier: the order will be cancelled but a confirmation will NOT be sent to the supplier.
   • Save PO changes and send to Supplier: the order will be cancelled and a confirmation PO WILL be sent to the supplier.
7. Click on the submit PO  change button at the top of the page. The Purchase Order Change Review – PO CHANGE MODE screen is displayed.
8. 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.
9. Review the order details and  complete the cancellation by clicking the submit button.
   If you chose not to send a change order to the supplier:
   1. The Purchase Order Status Summary screen reopens
   2. PECOS P2P does not create a change order
   3. The original order value is reduced to zero
      If you chose to send a change order to the supplier:
10. The Purchase Order Status Summary screen reopens displaying the change order details.
11. PECOS P2P creates a change order number
12. A zero value change order is transmitted for approval routing and transmitted to the supplier
13. The change order is displayed as a zero value order.

Without Change Order Permissions

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.

1. Click on the Documents tab to open the document search page.
2. Enter search criteria to find the order you wish to cancel (see Document Search).
3. 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.
4. 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.
5. Click on the Cancel PO button at the top of the screen.

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.

• No editing is permitted to the change order because you do not have change order rights.
• PECOS P2P will automatically create a zero value change order to cancel your order.
• The change order will be transmitted to the supplier and confirmation will be displayed in the purchase order status summary screen.
• The change order is displayed as a zero value order.