(Old) Canceling Orders

There are times when you need to cancel a purchase order, a line item, or an individual copy on a line item. A purchase order, line item or copy only needs to be cancelled if the purchase order has been activated and has a status of On Order. Purchase orders, line items or copies that have a status of Received are not cancelable. Purchase orders that have not been activated, i.e. are still Pending, can be set for overnight deletion. See Setting a Pending Purchase Order for Overnight Deletion. Line items or copies can be removed from a purchase order that is still pending.

When ever you plan on cancelling an order in Evergreen, check with your vendor first to make sure they are willing to cancel the order. The vendor should always be notified that you are cancelling an order before you cancel it in Evergreen. This is true for an entire purchase order, a line item or a single copy on a line item.

To cancel a purchase order:

1. Retrieve the purchase order
2. Click on the Cancel order dropdown in the PO header.
3. Select the appropriate cancel reason from the list. Some cancel reasons keep debits and some do not. See a list of Cancel Reasons and their meaning.
4. Click the Cancel order button
5. A confirmation box will appear. Click OK.
6. The status of the purchase order will be set to cancelled and the line items will turn white.

To cancel a line item

1. Retrieve the purchase order.
2. Check off the box(es) of the line item(s) you wish to cancel.
3. Using the PO Actions menu, select Cancel Selected Line Items.
4. From the drop down menu that appears, select a cancel reason you want to apply.
5. Click Cancel Line Items.
6. A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK.
7. The line item will change color.
   • If a Cancelled cancel reason is selected, the line item(s) will turn white. Funds will no longer show as encumbered in the PO.
   • If a Delayed cancel reason is selected, the line item(s) will turn blue. Funds will continue to show as encumbered in the PO.

To cancel a copy on a line item

If all copies on the line item are eventually cancelled, the line item will update automatically to a cancelled status and turn white.

You can’t see the status of individual copies when looking at the line item. You must click on the Copies ink to see the status of the individual copies.

1. Retrieve the purchase order.
2. Click the Copies link on the line item containing the cop(ies) you wish to cancel.
3. Click the Cancel link adjacent to the copy you wish to cancel. Copies must be canceled individually.
4. Click Cancel Copy.