Cancel or delete a purchase requisition or purchase order (PO) in the Requisition and Purchase Order Query tool. Learn more in the Topic Overview: Purchase Orders.
A requisition can be deleted or canceled. A PO can only be canceled.
Cancel a Purchase Requisition / Purchase Order (PO)
Before You Start
You can cancel a purchase requisition depending on the status of the requisition:
- Not approved: You can cancel or delete the requisition using the options below.
- Requisition type and status: Requisitions can only be deleted when in In Progress or Incomplete status .
- Contract requisitions: If your purchase requisition or PO is associated with a contract, contact the Contracts team using the Communications Center in SmartMart. Both the contract and purchase requisition must be canceled together.
- Amazon Business order cancellation automation: If an order or line item is canceled because it cannot be fulfilled by Amazon, Oracle Financials will automatically cancel the corresponding PO line or entire PO and release commitments. The preparer will receive an email notification.
- A Purchase Order (PO) can only be canceled if goods have not been received and there are no matched or paid invoices on the PO.
- Purchase Orders that have been communicated to the supplier must be canceled directly with the supplier before canceling the PO in Oracle. Canceling a PO in Oracle does not notify the supplier.
Only the original preparer can delete the requisition before a purchase requisition with an incomplete status becomes a PO.
- Enter ofweb.stanford.edu in the browser
- Select 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
- To delete a requisition with an In Progress status, first select Change to move the requisition to an incomplete status and then delete.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID, and password
- Select SU Internet Procurement (under Navigator)
- Select My Requisitions from the Header
- Select the requisition number (status is In Progress) you want to cancel
- Select Change
Select Yes to remove the requisition from the approval process
The requisition is now in Edit and Submit status.
- Select My Requisitions from the Header
Select OK
The requisition status changes from In Progress to Incomplete.
- Select the radio button by the requisition you want to cancel from the Requisitions page
- Select Delete above the table
- Enter a reason for deleting the requisition
- Select Yes to confirm deletion
Once the requisition is fully Approved and a Purchase Order has been created:
- Log in to Oracle Financials
- Launch Requisition and Purchase Orders Query from SU Inquiry Tools and Forms
- Find the PO to cancel
- Enter the eight-digit PO number in the Purchase Order Number field
- Alternatively, enter a seven-digit Requisition number in the Requisition Number field and then select the Purchase Order from that page
- Select Search
- Confirm this is the correct Purchase Order you want to cancel
- Enter the eight-digit PO number in the Purchase Order Number field
On the top right side of the screen under PO Details, at least one of three options may appear:
- Initiate Finally Close Process or Review Ineligibility to Finally Close. Learn more in the How To Finally Close a Purchase Order (PO) or Multiple Purchase Orders
- Change PTA or Review Ineligibility to Change PTA. Learn more in the How To Change a PTA on an Approved Purchase Order
- Cancel a PO or Review Ineligibility to Cancel PO.
Select Cancel a PO in the top right
- After you select Cancel PO, an alert confirmation popup appears
- Alert
Are you sure you want to cancel PO 6326XXXX? Once canceled, no further actions can be taken.
Options: Return to PO Details or Cancel PO- If you select, Return to PO Details, it will return to the previous page.
After you select Cancel PO, a pop-up confirmation page appears,
PO Submitted for cancellation. Please check back in 5-10 minutes or sooner. OK (Select OK to remove the pop-up).The button at the top right showing Cancel PO will now say Review Ineligibility to Cancel PO
The requester will receive an email notification when the cancelation is completed.
Note that the PO will also be canceled when the requisition is canceled.
- View the Cancel PO History in Req and PO Query to confirm when the cancellation is complete
- Locate Cancel PO History at the bottom of the Req and PO Query page for this PO. Cancel PO History status displays to all users who view this PO in Req and PO Query.
- Status: Pending, Message: Pending
Or - Status: Success, Message: PO Canceled
- Select Review Ineligibility to Close PO
- A screen appears with PO information. Columns in bold show possible reasons why Cancel PO is not available. PO Number, Vendor Name, PO Total Amount, and Creation Date columns are informational. Columns with print in red below the column name indicate why this PO cannot be canceled.
- Review the table for suggested options based on the ineligibility stated:
Column Titles | Content | Suggested Options |
|---|---|---|
| Authorization Status | Approved, Canceled, Closed, etc. | If anything but Approved Status, the PO cannot be canceled. |
| PO Incomplete? | Yes or No | If PO is YES, Incomplete, the PO cannot be canceled. |
| PO Requires Reapproval? | Yes or No | If PO is Yes, Requires Reapproval, the PO cannot be canceled. (May be in review by Purchasing.) |
| Subaward PO? | Yes or No | If PO is YES, Subaward, the PO cannot be canceled. Contact Office of Sponsored Research for more information. |
| Invoice Count | Number of invoices matched to the PO. Select the number to see the specific Invoice Number details. | If there are any invoices matched to the PO the PO cannot be canceled. |
| Receiving Count | 0 to any number | If receiving has occurred in Oracle, the PO cannot be canceled. Learn more in How To Correct Receiving to remove the receiving. |
| Contract PO? | Yes or No | If this is a Contract PO, the PO cannot be canceled. |
| Outstanding PTA Change Request? | Yes or No | If there is an in-process PTA Change Request, the PO cannot be canceled. |
| Cancel in Progress? | Yes or No | If there is a request to cancel in process, another request cannot be entered. |
Learn more in the Topic Overview: Purchase Orders for guidance on change activities
General Guidelines – POs cannot be canceled when:
- The order has been communicated to the supplier through alternative means (e.g., called in to the supplier) and the supplier has fulfilled the order.
- Physical goods have been received by the department. This is now an official order, and a return of the product must be made and a credit from the supplier is needed.
The department can reverse the receiving if accidentally completed via My Receipts in iProcurement if they never received the product. Learn more in the How To Correct Receiving.