Undoing a Purchase Order
You can “undo” a purchase order to reverse the order activity on it and to change it back to its original state before you printed it or created an electronic order for it. Undoing a purchase order lets you make any changes you want to it, including adding or deleting lines, and adding or deleting quantities in the distribution. You undo a purchase order with the Undo PO option on the File menu.
Purposes
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This function is commonly used to correct a mistake discovered after the purchase order has been processed, but before it has been sent to the vendor. |
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Another use of this function is to delay the order until a future date. Undoing a purchase order cancels claiming for the items on the purchase order. |
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To delete lines from the purchase order entirely (instead of canceling them). |
Cautions
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Typically, you should not undo a purchase order if you have already sent it to the vendor. The purchase order is a form of contract that generally commits the library to pay for the items and quantities ordered. Also, changing an order after it has been sent to the vendor means the purchase order no longer matches the purchase order that the vendor has. However, if you undo a purchase order after you have sent it to the vendor, be sure to notify the vendor. |
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After you undo a purchase order and make the changes you want, you should reprocess the purchase order and send it to the vendor. If you have not sent the original paper or electronic purchase order, throw it away (or delete) it so that it is not sent to vendor by mistake. |
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Undoing a purchase order undoes the order activity for all lines on the purchase order. (You cannot undo the order activity for individual lines.) Consequently, if you undo a purchase order so that you can delete one or two lines, be sure to reprocess the purchase order so the other lines get ordered. |
Constraints
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You cannot undo a purchase order if there is receipt, invoice, voucher, or cancellation activity on any of the lines. To undo the purchase order, you must first undo each of these activities on each line (one-by-one). |
Notes
You can cancel lines without undoing the purchase order. If you cancel lines, you can print a cancellation notice to notify the vendor about the canceled items. (For more information, see Canceling Items.)
Effects
Undoing a purchase order:
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Undoes the order activity for all lines on the purchase order. You cannot undo the order activity for individual lines. |
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Removes the ordered date in the PO Line Item Detail window and adds an “Order – Undone” activity in the PO Line Item History window for all lines. (The original order activity is still shown in the PO Line Item History window.) |
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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 for those lines you plan to delete. |
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Does not affect the budgets assigned to the PO lines. Funds remain encumbered (or expended if the Spent Event is “Order Entry”). |
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Does not remove the titles from the Titles by Budget report since funds are still encumbered or expended for the purchase order. |
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Cancels the claiming for the purchase order. Claiming will start again when you reorder the purchase order. |
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Displays an error message if there is a receipt, invoice, voucher, or cancellation activity on any of the lines on the purchase order. |
To undo a purchase order
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Open the purchase order you want to undo. |
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If there are receipt, invoice, voucher, or cancellation activities on the line, undo these activities for each line. |
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At the PO window, choose File, Undo Order. |
Horizon prompts you to confirm the action.
If a line has already been received, invoiced, canceled, or if a voucher has been created for it, Horizon displays an error message. You must first undo these activities on the line before you can undo the order.
Horizon undoes the order.
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