Deleting a PO Line

You can delete a PO line if you have not performed any activity on it. You delete PO lines with the Delete option on the File menu.

Purposes

To delete a line that has not been processed and that:

Was added to the purchase order by mistake.
Is out-of-print.
Is not carried by the vendor.
You decide not to order, for whatever reason.

Constraints

You cannot delete a PO line without first undoing the PO line approval, if the line has been approved. (For more information, see Undoing an Approval for a PO Line.)
You cannot delete a PO line after the purchase order has been processed (that is, after you print a negotiable order or create an electronic order for it).

This ensures that the purchase order in Horizon matches the purchase order you have sent to the vendor. You can get around this restriction, if necessary, by undoing the purchase order. After you undo the purchase order, you can delete the lines you want and then re-process the purchase order. However, you should do this only if you have not sent the purchase order to the vendor or if you notify the vendor about the change. (For more information, see Undoing a Purchase Order.) Instead of undoing the purchase order, it is recommended that you cancel the line and print a cancellation notice to notify the vendor about the cancellation. (For information, see Canceling Items.)

You cannot delete a PO line with receipt, invoice, voucher, or cancellation activity (in addition to the order activity noted above). To delete the line, you must first undo these activities.

Notes

You do not need to cancel a line in order to delete it. In fact, you cannot delete a line that has been canceled. If the line has been canceled, you must first undo the cancellation before you can delete it.

Effects

Deleting a PO line:

Completely removes the line, including all order, receipt, and invoice history.
Does not delete bib or item records created automatically (if any) for the line items. You will need to delete these records manually in Cataloging. (Item records are created based on the option you selected in the Copy/Item Creation field.)
Unencumbers or unexpends the budget or budgets that were assigned to the line, and adjusts the amounts in the On Order and Spent fields for each budget as appropriate.
Removes the title from the Titles by Budget report.
Does not reassign PO line numbers. The remaining PO lines retain their original PO line numbers.
Adjusts the price in the Price field to reflect the deletion of the PO line. (This field is not updated until after you close and reopen the purchase order.)
Displays an error message if there is order, receipt, invoice, voucher, or cancellation activity on the line.

To delete a PO line

1 Open the purchase order that contains the line you want to delete.
2 In the PO window, highlight the line you want to delete.
3 Choose File, Delete.

Horizon prompts you to confirm the action.

4 Click OK.

Horizon deletes the line.

Horizon displays an error message if you try to delete a line with order activity or for which a voucher has been generated. To delete the line, you must first undo the activity or void the corresponding voucher.

 


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