Cancelling Orders

There are times when you need to cancel a purchase order, a line item, or an individual item on a line item. A purchase order, line item or item only needs to be cancelled if the purchase order has been activated and has a status of On Order. Purchase orders, line items or items that have a status of Received are not cancelable. Purchase orders that have not been activated, i.e. are still Pending, can be set for overnight deletion. See Setting a Pending Purchase Order for Overnight Deletion. Line items or copies can be removed from a purchase order that is still Pending.

Whenever you plan on canceling an order in Evergreen, check with your vendor first to make sure they are willing to cancel the order. The vendor should always be notified that you are canceling an order before you cancel it in Evergreen. This is true for an entire purchase order, a line item or a single item on a line item.

1. Retrieve the purchase order.
2. Click on the red Cancel Order button in the purchase order header.
3. A Confirm Order Cancellation dialog box will appear. Select the appropriate cancel reason from the dropdown. Some cancel reasons keep debits and some do not. See Cancel Reasons and How to Use Them for more information.
4. Click Apply or click Exit Dialog to cancel.
5. The status of the purchase order will be set to canceled and the Encumbered Amount set to $0.00.
6. The line items will turn white and display a status showing the cancel reason that was selected. The item counts will show the number of items canceled and the Estimated and Encumbered prices will be set to $0.00.

1. Retrieve the purchase order.
2. Check off the box(es) for the line item(s) you wish to cancel.
3. Click on the PO Actions menu, select Cancel Selected Line Items.
4. A Confirm Order Cancellation dialog box will appear. Select the appropriate cancel reason from the dropdown. Some cancel reasons keep debits and some do not. See Cancel Reasons and How to Use Them for more information.
5. Click Apply.
6. The line items will turn white and display a status showing the cancel reason that was selected. The item counts will show the number of items canceled and the Estimated and Encumbered prices will be set to $0.00.

If all items on the line item are eventually canceled, the line item will update automatically to a canceled status and turn white.

You can’t see the status of individual items when looking at the line item. You must click on the Items ink to see the status of the individual items.

1. Retrieve the purchase order.
2. Click the Items link on the line item.
3. Click the blue Cancel link to the right of each item you want to cancel. Items need to be cancelled individually.
4. A Confirm Order Cancellation dialog box will appear. Select the appropriate cancel reason from the dropdown. Some cancel reasons keep debits and some do not. See Cancel Reasons and How to Use Them for more information.
5. Click Apply.
6. The item will be marked with the cancel reason selected.
7. The item Canceled count and the Estimated and Encumbered amounts will update in the line item.
8. The Encumbered Amount in the upper right hand corner of the purchase order will also update.