Introduction

A purchaser can reject a purchase order item, whether it is on a purchase order, or whether it is an requisition item ready for purchasing on the PO screen. In order to complete the purchase order, a purchaser can cancel any purchase order item that will not be received.

• Rejecting a requisition item returns it to the Requester or Coder to make any changes necessary (Description, Price, PCA, etc.).
• Canceling a requisition item removes it from the PO screen. It will not be available to be re-added to a PO and not returned to the requester. The line may stay on a Requisition or Purchase Order with a status of “Cancelled”.

Reject or Cancel an Item

1. Locate the item, either on a purchase order or waiting to be added to a purchase order. Either method will eventually open the PO screen.

a. Click the PO Status tab, find a purchase order, and then click Edit or Order to open the PO screen and locate the item. (Typically the status of a saved purchase order is ‘In Purchasing’.)

b. Click the PO tab. Find the requisition item that is ready to purchase to reject or cancel it.

2. On the PO screen, click Menu next to a requisition line item. The actions available on the menu will apply only to that line item, not to the entire purchase order.

Figure 1 - Line Item Menu

3. Click one of the following:

a. Reject Line Item. The item is removed from the PO screen. The requester or Coder can make changes to the item and re-submit it for approval through the Requisition screens.

b. Cancel Line Item. Use this if the item cannot be ordered or received. It is removed from the PO screen and will not be available to be re-added by the requester. The item may stay on a Requisition or Purchase Order with a status of “Cancelled”.

4. Click OK.

Cancel an Item That Has Been Received

If some purchase order items have been received and the purchaser needs to cancel the items that will not be received to complete the purchase order, the receiver must first ‘correct’ the receiving status to set it back to “Ordered”.

1. On the Receiving screen, the receiver should click Correct on the line item(s) to be cancelled.

2. On the Purchase Order Status screen, the purchaser can then open the purchase order, click Menu next to the line item(s) and click Cancel Line Item. The status of the purchase order will be complete with a status of “All items received or cancelled”.

Reject an Item That Has Been Received

The receiver must first ‘correct’ the receiving status to set it back to “Ordered”. Rejected line items can be updated and added to the original purchase order or added to a new purchase order. However, you cannot add more items to a purchase order that has had all items received.

1. On the Receiving screen, the receiver should click Correct on at least two line items of the purchase order. (If only one item is ‘corrected’ and then rejected by the purchaser all other items are “received”, the purchase order status becomes “All items received” and cannot be added to or updated.) If there is only one line item, click Correct on that line.

2. From the Purchase Orders Status screen, the purchaser can then open the purchase order, click Menu next to the line item(s), and click Reject Line Item.