Canceling Items
Occasionally, you may need to cancel an item on a purchase order. You can cancel an entire line or individual quantities on the line. You cancel PO lines with the Cancel option on the PO Line menu.
After you cancel one or more lines on a purchase order, you can print a cancellation notice to notify the vendor about the canceled items. The cancellation notice shows the lines you have canceled, along with a message about each cancellation. The cancellation notice only includes items that have been canceled. It does not show the other items that were included on the original order.
Each time you cancel PO lines or make changes to the PO, Horizon updates all totals on the PO window immediately after. Also, if the currency for the Price amount is not in the base amount, Horizon displays the different currency code in parentheses to the right of the price.
Purposes
There are several reasons for canceling items:
|
•
|
The vendor does not carry the items. In this case, you can copy the lines to another purchase order (before or after you cancel them), so you can order the items from another vendor. |
|
•
|
The items are out of print. |
|
•
|
You do not receive the items within the time promised by the vendor. |
|
•
|
The items were delivered by mistake. In this case, there are no PO lines to cancel, unless you go ahead and create a purchase order for the items. Depending on the vendor, you may need to create a purchase order, invoice the items, and then wait for a credit. |
|
•
|
The items were ordered by mistake, or too many quantities were ordered. Depending on the policies of the vendor, you may be required to purchase the items anyway. |
Notes
|
•
|
If you have not printed the purchase order or created an electronic order for it, you can undo the approval for the PO lines and delete the PO lines, instead of canceling them. (For information, see Undoing an Approval for a PO Line and see Deleting a PO Line.) |
|
•
|
If you have printed the purchase order or created an electronic order for it, but you have not sent it to the vendor, you can undo the approval for the PO lines, undo the purchase order, and then delete PO lines, instead of canceling them. (For information, see Undoing an Approval for a PO Line and see Undoing a Purchase Order.) If you do this, you must then print the purchase order again or create another electronic order for it. |
|
•
|
If you cancel a serial title, change the Acq Status field on the Copy record to “Not Currently Received.” This will stop any new issues from being predicted and any issues from being claimed. |
Cautions
You should cancel orders in accordance with your library policies and the return policies of the vendor. The purchase order is a form of contract that generally commits the library to pay for the items ordered.
Constraints
There are no constraints for canceling a PO line. You do not need to undo the order, PO line approval, receipt, invoice, or voucher activity for the line, if these activities have already occurred.
Effects
Canceling a PO line:
|
•
|
Records the date each item was canceled in the PO Line Item Detail window. |
|
•
|
Adds the “Cancelled—Generated” activity in the PO Line Item History window if the line has not been received and funds have not been expended. |
|
•
|
Adds the “Returned—Generated” activity in the PO Line Item History window if the line has been received but funds have not been expended. |
|
•
|
Adds the “Refund—Generated” activity in the PO Line Item History window if funds have been expended (based on the Spent Event field on the PO header), regardless of whether the line has been received. |
|
•
|
Adds the “Credit—Generated” activity in the PO Line Item History window if funds have been expended (based on the Spent Event field on the PO header), regardless of whether the line has been received. |
|
•
|
Stops claiming for the line items. |
|
•
|
Unencumbers or unexpends the funds for the canceled items. (Horizon unexpends the funds if you choose to make spent amounts either a refund or credit when you cancel.) Horizon updates the On Order or Spent amount in the PO window after you close and reopen the purchase order. |
|
•
|
Removes the items from the Titles by Budget report. |
|
•
|
Does not delete the bib or item records created automatically (if any) for the line item, nor does it change the status on the item records to “Canceled.” You will need to delete these records manually in Cataloging. |
|
•
|
Does not change the PR status if the purchase order was created from a PR; the PR remains with a status of “Ordered.” |
This section explains these topics:
© 1998-2017 Sirsi Corporation