PO Cancellation Process

The Purchase Order Cancellation process lets you cancel the PO that you have created earlier. The PO can be canceled before receiving the PO either partially or fully. Technicians with SDA Admin permission, Purchase owners and technicians with cancelation permission can cancel the Purchase Order.

Enabling Cancel PO Permission

To give Cancel PO permission,

Click on the Admin tab in the header pane.
Click on Roles under the Users section.
Click on Add new role button at the top right side of the Configuration wizard page.

Enable the Cancel Purchase Order radio button under the Purchase section.

Canceling PO

Click the Purchase tab in the header pane to open the PO List View page.
Click on the PO you wish to cancel.
Select Cancel this PO from Actions drop-down menu.

A window will pop up where you can add comments and enable email notifications to the approvers.
Add comments and then click on Cancel this PO. The PO will be canceled. An automated email notification will be sent if configured in Notification Rules.

Note

The PO can be canceled while in the Open status, Pending approval status, Approved status, Rejected status, and the Ordered status.
Once the PO is either partially or fully received the PO cannot be canceled.
The canceled PO can be viewed by clicking on the Canceled Button on the Flow diagram.
Further information about that cancelation can be viewed by either hovering your cursor over the canceled PO in that list or by checking the History tab in the PO details page.

Email Notification

An automatic email notification can be enabled so that when a PO gets canceled, the owner, the approved approver, and the current stage approver will be notified of the cancellation. This can be done by enabling the radio button present in the cancelation window box that pops up when you click Cancel this PO from under the Actions Menu.

Note

The notifications will be sent only to the approved approvers of the previous stage and the approvers of the current stage.
If the PO is associated with any other request then the notification will also be sent to that particular technician associated with that request.

Customizing Email Notification

To Customize the email notification,

Click on the Admin tab from the header pane.
Click on Notification rules under Helpdesk Customizer block.
Click on Purchase tab and customize email notifications by enabling or disabling various checkboxes listed.
To customize notifications, select Customize template.
Add relevant subject and message body and click Save.

Note

You can also add variables such as Status, PO#, Vendor Name etc. in your subject or message body.
Typing $ lists all available variables.