How To Complete A Cancellation Order (Canceling 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, 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.
- Contact your Dean's Office for assistance in dealing with extenuating circumstances.
- Also see PO Encumbrance Management and Requisition Changes in FY8 for further information on how you or your Dean's Office may proceed.
To Complete a Cancellation Order:
Contact the Purchasing Agent listed on your copy of the Purchase Order and indicate the Purchase Order number and the reason for the cancellation. The agent will work with you to complete a Cancellation Order to notify Accounting Services and the vendor of the changes. Accounting Services will then cancel the encumbrance 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
in WISDM.
- At least 60 days PRIOR to the ending date of a blanket order.
If you have any questions about the process or whether a cancellation/change order will need to be compelted, please contact the Purchasing Agent listed on your copy of the Purchase Order.