You can cancel a Purchase Order (PO) in a few ways, depending on its status:
Before being Finalised: If the PO hasn't been finalised and isn’t linked to any stock movements, you can set the status to “Cancelled” and save.
After being Finalised: If the PO is already finalised, you’ll need to take a few extra steps:
Process returns for any delivered items.
Issue credits for any invoiced items.
Remove stock allocations for items linked to stock movement sessions.
Following these steps keeps all records accurate and up to date in the system.
Note: Only users with admin permissions can cancel Purchase Orders.
Cancelling a Purchase Order (PO) before being Finalised
If you need to cancel a purchase order before it is finalised, ensure that none of the items on the PO are linked to a stock movement session. Additionally, the PO must remain non-finalised, allowing for cancellation.
To proceed with the cancellation, update the PO’s status to "Cancelled" and save your changes. Once this status change is saved, the cancelled PO will be removed from queues, such as stock booking sessions and the expected stock item lists. This renders the PO inactive within the system, ensuring it no longer affects stock records or processing workflows.
Cancelling a Purchase Order (PO) after being finalised
If the purchase order has already been finalised, you will need to take specific actions based on the status of the items in the PO:
If Items Are Invoiced:
When items on the PO have been invoiced, and a credit is to be processed to account for the cancellation, follow the steps in the article “Applying a Credit Note to an Invoice” to issue the required credit. This will adjust the invoice accordingly, ensuring accurate financial records and inventory tracking.
If Items Are Delivered:
For items that have already been delivered, a return must be processed to remove these items from the inventory. Use the guide “How to Return a Stock Item” to handle each step of the return process, which will update inventory records and release the stock from the delivered status.
If Items Are Linked to a Stock Movement Session:
When items in the purchase order are linked to a stock movement session but have not yet been delivered, you must first remove any existing stock allocations before proceeding with the cancellation.
Start by accessing the Sales Order from the purchase order’s summary panel.
In the action panel at the top of the screen, go to "Stock" > "Reservations & Allocations (Order #)."
Select the items that require de-allocation and click "Remove Allocations."
Then, navigate to "Stock Movements" in the Stock Reservations Movement Manager and find the related PO and its linked stock movement session.
Using the "Delete Movement Session" option, delete the linked stock movement session. This de-allocation will allow you to proceed with the cancellation.
To complete the cancellation, click the PO reference number on the left side of the page to open the Purchase Order. From there, update the PO’s status to "Cancelled" and save your changes.