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

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

  • 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)

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

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID, and password
  4. Select SU Internet Procurement (under Navigator)
  5. Select My Requisitions from the Header
  6. Select the radio button by the requisition you want to cancel The requisition status will display after selecting the radio button.
  7. Select Delete above the table
  8. Select Yes to confirm deletion
Before a Purchase Requisition with In Progress 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.
  • To cancel a purchase requisition with an In Progress status, change the requisition status from In Progress to Incomplete first.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID, and password
  4. Select SU Internet Procurement (under Navigator)
  5. Select My Requisitions from the Header
  6. Select the requisition number (status is In Progress) you want to cancel
  7. Select Change
  8. Select Yes to remove the requisition from the approval process
    Requisition is now in the Edit and Submit status.
  9. Select My Requisitions from the Header
  10. Select OK
    The requisition status is changed from In Progress to Incomplete.
  11. Select the radio button by the requisition you want to cancel from the Requisitions page
  12. Select Delete above the table
  13. Select Yes to confirm deletion
After a Purchase Requisition Becomes a PO (by FSC only)

Only Financial Support Center can cancel the requisition after a purchase requisition becomes a PO.

  1. The department/vendor must obtain a written approval or confirmation to cancel the PO from the vendor/department
  2. Submit a Support Request to the Financial Support Center
  3. Attach the approval/confirmation to the request or document if the vendor has provided verbal authorization
What Happens Next?
  • The Financial Support Center will notify you when the requisition/purchase order has been cancelled or if there is an issue with cancelling.
Additional Information

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.

Questions?

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