Category: Procurement

Supply User Manual ENG -> 4. Procurement -> 4.6 LU-SU3201: Purchase Orders (POs) - Generals -> R. How to Cancel one specific Purchase Order line or multiple lines.

R. How to Cancel one specific Purchase Order line or multiple lines.

To cancel a specific line of a PO, click on the red cross (cancel) located on the right of the line you want to cancel and confirm the action on the pop-up screen

Cancelling a PO-line

Confirming the cancellation of a PO-line

The cancelled PO-line switches to the state “Cancelled“. Note that you have to use the filter located on the top of the “Lines table” to see the cancelled line.

Cancelled PO-line

To cancel multiple lines of the PO, select the lines you want to cancel from the right side of the lines, then click on “Cancel Lines”, and confirm the action on the pop-up screen

The cancelled PO-lines switches to the state “Cancelled“. Note that you have to use the filter located on the top of the “Lines table” to see the cancelled lines.

A validated PO Lines can also be cancelled one by one or as a whole PO document, except if the PO supplier is an internal partner supplier (another instance). In this case, the cancel button won’t be available at the bottom of the PO screen and the cancellation should be done on the supplier instance.

It is possible to cancel / C&R multiple (Draft/validated) lines, in Draft-p / Validated/ Validated-P POs with supplier type ESC or external, (It is not possible to Cancel / C&R validated lines in PO with Internal/Intermission/Intersection type suppliers if they are beyond “Draft” status Because if PO lines are validated they may have been synced and should not be cancelled or C&R by the requesting instance.

The process of creation of a “Programmatic Donation” is the same as for the “Donation to prevent losses”., the difference is that when you select Programmatic Donation from order type it will pop up with warning message “Any products which leave the instance in Pick/OUT linked to this document will be included in Consumption calculation “then click on “Ok”

This type of Field Order can only have External type partner as customer. It can be sourced to any type of procurement document (PO), and as per warning (above) any movement out of the instance will be included in the consumption calculation. Any stock movement out linked to this FO type will have the corresponding Reason Type “Programmatic Donation”.

Creation FO with OT a Programmatic Donation

Supply User Manual ENG -> 4. Procurement -> 4.5 LU-SU3104: Field Orders (FOs) - Specifics.

LU-SU3104: Field Orders (FOs) – Specifics.

A. LU Introduction

B. How to create a “donation before expiry” FO

C. How to create a “Standard donation” FO

D. How to create a “Loan” FO

The below steps show how to cancel & resource a validated Purchase Order which has been generated by the OST following the sourcing of an FO on order.

Go to: Purchases / Purchase Management / Purchase Orders

1. Click on the line of the Purchase Order on which you need to cancel & resource.
2. Click on the “Cancel document” button at the bottom of the PO screen.

Cancelling an entire PO

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing an entire PO

4. The PO switches to state “Cancelled” while the PO-lines switch to state “Cancelled-r” (use the filter at the top of the “Lines” table to see them).

Cancelled & Resourced PO

5. On the FO which was sourced on order, the original lines switch to state “Cancelled-r” and new lines (copy of the original ones) are added in state “Resourced-v“. These lines can be resourced in the OST. Note that the FO is in state “Sourced-p“.

FO after cancel & resource

The below steps show how to cancel & resource 1 line of a draft Purchase Order which has been generated by the OST following the sourcing of an IR on order.

1. Click on the line of the Purchase Order on which you need to cancel & resource.
2. Click on the red cross at the right end of the product line.

Cancelling a PO-line

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing a PO-line

4. The cancelled & resourced PO-line switches to “Cancelled-r” state (you need to “Show all” lines to  see this line) while the PO stays in state “Draft”.

Cancelled & Resourced line on a draft PO

5. On the IR which was sourced on order, the original line switches to state “Cancelled-r” and a new line (copy of the original one) is added in state “Resourced-v“. The reference of the original Cancelled line number is displayed at line level in column “Original IR/FO line”. This line can be resourced in the OST. Note that the IR keeps the status “Sourced“.

Cancelled & Resourced line on the IR

Note that cancelling & resourcing 1 PO line can also be done if the PO is validated. In this case, the scenario is the same but the PO header ends up in state “Validated” while the IR header is in state “Sourced-p“.

Cancelled & Resourced line on validated PO

Cancelled & Resourced line on the IR

The below steps show how to cancel & resource 1 line of a draft Purchase Order which has been generated by the OST following the sourcing of an FO on order.

Go to: Purchases / Purchase Management / Purchase Orders

1. Click on the line of the Purchase Order on which you need to cancel & resource.
2. Click on the red cross at the right end of the product line.

Cancelling a PO-line

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing a PO-line

4. The cancelled & resourced PO-line switches to “Cancelled–r” state (you need to “Show all” lines               to see this line) while the PO stays in state “Draft“.

Cancelled & Resourced line on a draft PO

5. On the FO which was sourced on order, the original line switches to state “Cancelled-r” and a new  line (copy of the original one) is added in state “Resourced-v“. This line can be resourced in the OST. Note that the FO keeps the status “Sourced“.

Cancelled & Resourced line on the FO

Note that cancelling & resourcing 1 PO line can also be done if the PO is validated. In this case, the scenario is the same but the PO header ends up in state “Validated” while the FO header is in state “Sourced-p“.

Cancelled & Resourced line on validated PO

Cancelled & Resourced line on the FO

Go to: Purchases / Purchase Management / Purchase Orders

1. Open the PO that you wish to confirm (in edit mode). This PO should not yet be fully confirmed but could be “Draft-p” (meaning partially validated), “Validated” or “Validated-p” (meaning partially confirmed). The lines that you want to confirm should be in state “Validated” and should have a “Delivery Confirmed Date“.
2. Select the lines that you wish to confirm via the check boxes on the left of the PO-lines.
3. Click on the green button (Confirm) located at the top of the Lines table (next to “STATE“).

Confirming several lines of a “Draft-p” PO

Confirming several lines of a “Validated” PO

Confirming several lines of a “Validated-p” PO

4. The confirmed PO-lines will switch to the status “Confirmed”. The PO (at header level) will switch status according to circumstances.

Several lines of the “Draft-p” PO have been confirmed

Several lines of the “Validated” PO have been confirmed

Several lines of the “Validated-p” PO have been confirmed

Note that as long as all the lines of a PO have not been confirmed, you still have the possibility to confirm the PO at header level, to confirm 1 (validated) line of the PO or to confirm several (validated) lines of the PO.

Once all lines are confirmed, the status of the PO (at header level) switches to “Confirmed” and confirmation at header level or line level is not possible anymore (neither Cancellation).

Go to: Purchases / Purchase Management / Purchase Orders

1. Open the PO that you wish to confirm (in edit or display mode). This PO should be in status “Validated” or “Draft-p” (meaning partially validated) and the line you want to confirm should be in status “Validated”.
2. If not yet done, enter a “Delivery Confirmed Date” on the line you wish to validate and save this line.
3. Click on the green button (Confirm) located at the right of the line you wish to confirm.

Confirmation of 1 line of a PO in status “Validated”

Confirmation of 1 line of a PO in status “Draft-p”

1. The confirmed PO-line switches to “confirmed” while the other lines don’t change status. The PO itself (at header level) could change status (or not) according to the situations.

The “Validated” PO on which 1 line was confirmed is now in status “Validated-p”

The “Draft-p” PO on which 1 line was confirmed stays “Draft-p”