Deleting Versus Canceling a Purchase Order

You can delete or cancel a purchase order.

Deleting a Purchase Order

You can delete a purchase order that has a status of In Progress or Submitted. Deleting a purchase order removes it permanently from the database. You cannot undo the deletion.

To delete a submitted or in-progress purchase order, use the Delete PO option on the toolbar of the Purchase Orders form.

Canceling a Purchase Order

Standard and Service Purchase Orders

After you final print a standard or service purchase order, you cannot delete it. You can cancel it if an accounts payable voucher has not yet been created for it. If a voucher has been created for a purchase order that you want to cancel, you can create an accounts payable voucher that contains a credit to reverse it.

To cancel a standard or service purchase order use the Processing > Cancel PO option on the toolbar of the Purchase Orders form. You can cancel a final printed purchase order if you are the originator who created the purchase order or if you have editing rights for purchase orders. Editing rights are assigned via the Edit All PO option on the Buyer tab of the Purchasing & Inventory Company Settings form (Settings > Purchasing & Inventory > Company).

When you cancel a standard or service purchase order:

• The purchase order remains in the database. You can view it on the Purchase Orders form.
• On the General tab of the Purchase Order form:
  • Cancelled displays in the Status field in the Purchase Order Information section.
  • In the Change/Cancel Orders grid, a row has been added for the cancellation:
    • Cancelled displays in the Status field in the grid.
    • The Date field prefills with the date that you canceled the purchase order.
  • You cannot enter change orders for the canceled purchase order.

Blanket Purchase Orders

To cancel a blanket purchase order, you can do either of the following:

• Enter a change order for it. On the change order, in the Not to Exceed Change Amount field in the Change/Cancel Orders grid on the General tab, enter an amount that when added to the original not-to exceed amount (entered on the Agreement tab of the Purchase Order form) equals zero. You can also enter the date that you cancel the blanket purchase order in the Revised Period To Date field in the Change/Cancel Orders grid.
• Enter a release order for it.