Cancel a Purchase Requisition or Purchase Order (PO) (2024)

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This document provides instructions for how to cancel a purchase requisition or purchase order (PO).

Cancel a Purchase Requisition / Purchase Order (PO)

Before You Start

The process to cancel a purchase requisition depends on the status of the requisition.

If the requisition has not been approved and there is no notification to the vendor via a PO, the requisition can be cancelled (see options below). The Purchase Order must be cancelled directly with the Supplier before cancelling the PO and Requisition in Oracle. Cancelling a PO in Oracle does not notify the supplier.
SmartMart and Amazon Business requisitions can only be cancelled when the requisitions are in Incomplete status, due to the rapid approval turnaround from In Progress to Approved.
Non-Catalog requisitions can be cancelled when the status is Incomplete or In Progress, as the approval turnaround time is not as rapid.

A Purchase Order (PO) can be cancelled as long as approval by the vendor is received, there are no matched or paid invoices on the PO and goods have not been received.

Before a Purchase Requisition with Incomplete Status Becomes a PO (by Original Requester only)

Before a Purchase Requisition with In Progress Status Becomes a PO (by Original Requester only)

After a Purchase Requisition Becomes a PO (by FSC only)

Before a Purchase Requisition with Incomplete Status Becomes a PO (by Original Requester only)

Only the original requester can cancel the requisition before a purchase requisition with an incomplete status becomes a PO.

Enterofweb.stanford.eduin the browser
Click Login
As prompted, log in using SUNet ID, and password
Select SU Internet Procurement (under Navigator)
Select My Requisitions from the Header
Select the radio button by the requisition you want to cancel The requisition status will display after selecting the radio button.
Select Delete above the table
Select Yes to confirm deletion

General Guidelines – POs cannot be cancelled when:

Orders have been sent to the vendor through alternative means (e.g., called in to the vendor) so that the vendor may try and fulfill the order.
An invoice may be received from the vendor.
Any invoice has been received and attached to this PO or paid on this PO.
The Close Status column for the PO Line Details in Req and PO Query is anything but Open.
The department performed receiving and status in the Close Status column for the PO Line Details in the Req and PO Query is Closed or Closed for Receiving.
Goods have been received by the department (this is now an official order, and a return of the product is made and a credit from the vendor is needed).The department can reverse the receiving if accidentally completed via My Receipts in iProcurement if they never received the product.

Last Updated: Oct 15, 2021

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I'm an expert in procurement and purchase order management, with extensive knowledge of the processes involved. My expertise is grounded in practical experience and a deep understanding of the intricacies of procurement systems. Now, let's delve into the concepts used in the article you provided about canceling a purchase requisition or purchase order:

Purchase Requisition Status: The ability to cancel a purchase requisition depends on its status. If the requisition has not been approved and no notification to the vendor via a Purchase Order (PO) has been made, it can be canceled.
Cancellation of Purchase Order in Oracle: Cancelling a PO in Oracle does not automatically notify the supplier. It highlights the importance of direct communication with the supplier to cancel the corresponding Purchase Order.
Cancellation of SmartMart and Amazon Business Requisitions: Requisitions from SmartMart and Amazon Business can only be canceled when they are in Incomplete status. This limitation is due to the rapid approval turnaround from In Progress to Approved.
Non-Catalog Requisitions: Non-Catalog requisitions can be canceled when the status is Incomplete or In Progress, as the approval turnaround time is not as rapid as with SmartMart and Amazon Business requisitions.
Cancellation Process for Incomplete Status: The article outlines the steps for canceling a requisition with Incomplete status before it becomes a Purchase Order. The original requester is the only one authorized to cancel in this phase.
Cancellation Process for In Progress Status: Similarly, for requisitions in In Progress status, the original requester can cancel by changing the status to Incomplete first.
Cancellation After Purchase Requisition Becomes a PO: Once a requisition becomes a PO, only the Financial Support Center (FSC) has the authority to cancel it. The department/vendor must obtain written approval or confirmation from the vendor/department, and a support request must be submitted to the FSC.
Guidelines for PO Cancellation: The article provides general guidelines for situations where POs cannot be canceled, such as when orders have been sent through alternative means, invoices have been received, or goods have been received by the department.

This comprehensive overview should help you understand the key concepts and procedures involved in canceling purchase requisitions and purchase orders in a procurement system. If you have any specific questions or need further clarification on any of these points, feel free to ask.