How To Complete A Cancellation Order (Cancel a PO)
Purchasing Services issues Cancellation Orders to modify existing Purchase Orders (POs) with concurrence of the user department. This type of order cancels a PO with the vendor and notifies Accounting Services and the vendor of the change. Your encumbrance will be adjusted in the Shared Financial System (SFS) and the change will be viewable in WISDM. To change your PO without canceling, or to close your PO, see How To Complete A Change Order for an Existing Purchase Order.
Cancellation Orders are issued:
- When the vendor cannot provide product.
- By request of department when item(s) are no longer required.
- When funds are no longer available.
- To change vendors.
Cancellation Orders are not issued to modify encumbrances for budgeting purposes or to modify encumbrances where the change does not need to be communicated to the vendor. However, funding changes or closing a PO can be accomplished by completing an Encumbrance and PO Management Form. The form and instructions are available through the Purchasing Services Forms page. Encumbrance and PO Management Forms must be submitted via email to your Dean's Office for approval. The Dean's Office will route approved forms via email to Purhcasing Services. Official Cancellation orders are not issued for these types of modifications because the vendor does not need to be notified, but your PO can be closed or have the funding modified without the need for a cancellation order by using the Encumbrance and PO Management Form.
To Complete a Cancellation Order:
Complete an Encumbrance and PO Management Form, indicating the reason for the cancellation. The form and instructions are available through the Purchasing Services Forms page. Encumbrance and PO Management Forms must be submitted via email to your Dean's Office for approval. The Dean's Office will route approved forms via email to Purchasing Services. Accounting Services and the vendor will be notified of the changes once the form is processed and the encumbrance will be cancelled in the Shared Financial System (SFS).
Cancellations can be processed:
- BEFORE any items have been received.
- AFTER all payments that have been made for items received appear
- At least 60 days PRIOR to the ending date of a blanket order.
If you have any questions, please contact Purchasing Services.