Cancelling Items from Purchase Orders

Background

Once a Purchase order has been finalised and sent, it cannot be cancelled outright in strokeone. However, you may wish to

1. reduce the ordered quantity of an item, or even
2. cancel in entirety an ordered stock line ordered

from a purchase order.

You may wish to do this for a variety of business reasons:-

• the item is no longer required
• the supplier's delivery date may exceed the required date for the item
• the client no longer requires the item

Functionality for both a) and b)  exists within strokeone.

About this task

This topic will instruct you how to process the cancellations on a purchase order.

Restrictions

Although it should be self evident, it is worth bearing in mind that you cannot cancel items or reduce quantities of items ordered on a purchase order that is completed.

Prerequisites

Ensure that you have located and opened the purchase order that you wish to process cancellations on.

Procedure

1. Navigate to the Purchase Order Lines Tab.
   
   
2. Locate the ordered stock line item that you wish to cancel outright or reduce the quantity ordered for.
   There are two scenarios
   1. You wish to reduce the quantity ordered, i.e. cancel some of the quantity ordered.
   2. You wish to cancel the order quantity outright.
      
      
3. For the purposes of explanation in this topic, we will cancel outright the first item (Dupont White Ink) , and reduce to 25 the ordered quantity of the last item (Aeoon Cap Fluid).
   
   
   
   Cancelling a Stock Line item order in entirety
4. Besides the stock line item you want to cancel in entirety [Dupont White Ink entry] , click the Retract Line button,
   and in the Quantity Cancelled field, enter the <Quantity_Ordered>
   e.g..
   
   and click OK
   
5. Note the following that occurs:-
   
   1. Quantity Cancelled is set with the quantity entered in step 4)
   2. Quantity Outstanding is recalculated [Quantity Ordered - Quantity Received - Quantity Cancelled], i.e. zero in this example.
   3. Total Cost for the line is updated to zero.[Quantity Outstanding * Unit Cost]
   4. The status for the stock line item row is updated to completed  as Quantity Outstanding is zero
   5. The Retract Line and Book in buttons are disabled
      
      
      

Reducing  the Ordered Quantity of a Stock Line

6. Besides the stock line item for which you want to reduce the ordered  quantity.  [Aeoon Cap Fluid entry] , click the Retract Line button,
   and in the Quantity Cancelled field, enter the quantity that you wish to decrement the Ordered Quantity by.
   e.g..
   
   and click OK
   
   1. Note the following that occurs:-
      
      1. Quantity Cancelled is set with the quantity entered in step 6)
      2. Quantity Outstanding is recalculated [Quantity Ordered - Quantity Received - Quantity Cancelled], i.e.25 in this example.
      3. Total Cost for the line is recalculated.[Quantity Outstanding * Unit Cost]
      4. The status for the stock line item row is updated to amber indicating that there is an  Quantity Outstanding > zero
      5. The Retract Line and Book in buttons remain enabled (Quantity Outstanding is > zero)
         
         
7. Repeat steps 2) to 6) accordingly should you wish to process multiple cancellations on the purchase order.
   
8. Irrespective of whether you process one or multiple cancellations, the cancellation(s) must be communicated back to the supplier.

Sending Cancellation Details back to the Supplier

9. Click the Email Retraction button on the upper right of the Purchase Order.
   
   
10. This causes the following to occur:
    1. the default email application on your computer is opened
    2. strokeone automatically creates an email with the following attributes:-
       
       (1) To: <email address for supplier_contact on purchase order>
       (2) Subject:
       (3) Email Body Text:  <the purchase order key information, including delivery address, PO Number, date ordered, invoice address, and details of item(s) cancelled>
       
       
       Note: the Subject and body text verbiage can be customised if required
       
    3. The status of the Purchase Order is updated to Amber to denote that one or more items on the order has an Outstanding Balance.
    4. For audit purposes, the PDF(s) generated in step 10 b) are attached to the Purchase Order record in the PDF tab.
       
11. Ensure that you send the email from your email application.

Related Topics

Purchase Order Statuses

Viewing Open Purchase Orders