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Purchase Order Definitions

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Cancel Purchase Order

Once a Purchase Order is approved and submitted to the Supplier, there may be reasons to Cancel the entire Purchase Order with the Supplier. Below are the authorized procedures to process a Purchase Order Cancellation.

Note: Purchase Order can only be Cancelled if:

  • Purchase Order has been Approved
  • Purchase Order has not been Receipted OR Invoiced

Possible reason(s) for "Cancelling" a Purchase Order:

  • Product or service no longer needed
  • Duplicate purchase order created
  • Supplier notified item discontinued

Prior to the issuance of a Purchase Order Cancellation the Supplier must be contacted by the PO Manager to verify that the product(s) has NOT been shipped by the supplier to the university.

If the product(s) has been shipped:

  • A Purchase Order Cancellation is NOT ALLOWED
    • Resolution must be addressed via a Return Goods Authorization (RGA). If an invoice has been sent by supplier, the invoice should be paid and a supplier credit will be issued. The supplier credit will offset the invoice that was issued upon shipment of the product(s) by the supplier

If the product(s) has NOT been shipped:

  • PO Manager must inform the supplier that the product(s) is not required, they are not to ship the product(s) and that a formal Purchase Order Cancellation will be issued and transmitted
  • To create a Purchase Order Cancellation, go into the PO Manager Responsibility
    • Choose Purchase Orders>View/Control PO
    • Enter the PO # and select FIND
    • Select Tools>Control from the menu bar
    • Select Cancel PO from the Actions box
    • Enter the reason the cancellation is required and a note to the supplier
    • Click OK

The issuance of a formal Purchase Order Cancellation will terminate the legal obligation to the supplier for the product(s) on the purchase order

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