In order to Cancel a PO which has been raised from a Purchase Request in FinOps a user must be in a FinOps Security Profile with the 'Allow Purchase Requests to be Cancelled' permission.
There are also a few pre-requisites to being able to cancel a Purchase Request in FinOps.
The PO must still be Outstanding (in Financials)
The PO must not have been partially or fully received/delivered or invoiced (in Financials)
The PO must not have been cancelled within Financials Already
To 'Cancel' the PO in FinOps, follow the steps below:
In FinOps click Purchasing
Depending on the Purchase Request Setup and types you may see the Purchase Request types as separate menu options. Or you may see a single Purchase Requests button.
Locate the correct Purchase Request type and click it's icon, or simply click the Purchase Requests button
The Purchase Request should be a 'Posted' status so tick the Posted option on the filter and untick all other filters.
Search for the Purchase Request (you can use the search values to enhance the search).
When you have located your Purchase Request which is linked to the PO in Financials double click on the row to open the Purchase Request
If you have the correct security permission and all the points above are true, then you should be able to see and click on Cancel
Click Yes to confirm you wish to Cancel this PO
IF successful the PO will then be cancelled and removed from the Outstanding Orders in Financials. No further processing can happen on this PO.
**this is a non reversible process**
IF the PO has been partially processed you will not be able to Cancel the PO in this way. Instead you have another option of Cancelling the PO by closing the lines on the PO.
To do this, in FinOps follow these steps:
Click on Purchasing, Complete Orders
Search the PO.
The grid view of available PO's is displaying to you the individual 'lines' of the PO, therefore you may see multiple rows with the same Order No
If you can, select all the lines for the PO by marking a tick on the Select column.
**You will only be able to select rows from an outstanding PO where the Qty Delvd is less than or equal to the Qty Invd**
Once all lines are selected, you are able to click on the Complete Line(s) tick icon
The lines for the PO will be marked as complete and when All Lines are marked as Complete, the PO is considered 'Cancelled'
**Important** - If any of the lines of a PO are partially received/delivered and not yet invoiced, or the received/delivered quantity is Less than or Equal to the Invoiced quantity - you are only able to 'Close' the lines (thereby Cancelling the Order) from in Access Financials.