Chapter 14. Cancel / Delay Acquisitions
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Chapter 14. Cancel / Delay Acquisitions

You can cancel or delay individual copies, line items, or entire purchase orders.

Certain cancel reasons are used to delay acquisitions. These cancel reasons are set to keep the debits when the purchase order is cancelled. For example, a cancel reason such as Delayed:Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds remain encumbered for the purchases while the copy, line item, or purchase order has the status of cancelled. See Chapter 26, Cancel Reasons for a full list.

Note

If a hold has been placed for an item that is cancelled through acquisitions, the system will cancel the hold. The cancelled hold will appear in the patron’s account under cancelled holds as a staff forced hold.

Cancel a Purchase Order

  1. Open a purchase order.
  2. Click Cancel order.

  3. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Canceled
  4. Click Cancel order.
  5. A pop up will appear asking you to confirm that you wish to cancel the purchase order.
  6. Click OK.

  7. The status of the purchase order becomes Canceled and all the line items colour changes to white.

    1. The funds no longer show as encumbered for the purchase order.

Delay a Purchase Order

  1. Open a purchase order.
  2. Click Cancel order.

  3. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Delayed
  4. Click Cancel order.
  5. A pop up will appear asking you to confirm that you wish to cancel the purchase order.
  6. Click OK.

  7. The status of the purchase order becomes Delayed and all the line items colour changes to blue.

    1. The funds are still encumbered.
    2. A delayed purchase order is resolved when all the items are marked as received.
    3. A delayed purchase order can be canceled. You can mark a purchase order as delayed, and if later, the order cannot be filled, you can change the cancel reason to canceled. When delayed purchase orders are canceled, the encumbrances are deleted.

Note

You can only cancel or delay purchase orders where all line items are in a state of on-order.

Cancel a Line Item

  1. Open a purchase order.
  2. Check the check box(es) of the line item(s) you wish to cancel.
  3. Click Actions → Select Cancel Selected Line Items.

  4. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Canceled
    2. If line items are being cancelled for different reasons they will need to be cancelled separately so different cancel reasons can be used.
  5. Click Cancel Line Items.
  6. A pop up will appear asking you to confirm that you wish to cancel the line item.
  7. Click OK.

  8. The status of the line item becomes Canceled and the colour changes to white.

    1. The funds for the particular line item will no longer be encumbered.

Delay a Line Item

  1. Open a purchase order.
  2. Check the check box(es) of the line item(s) you wish to delay.
  3. Click Actions → Select Cancel Selected Line Items.

  4. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Delayed
    2. If line items are being delayed for different reasons they will need to be delayed separately so different cancel reasons can be used.
  5. Click Cancel Line Items.
  6. A pop up will appear asking you to confirm that you wish to cancel the line item.
  7. Click OK.

  8. The status of the line item becomes Delayed and the colour changes to blue.

    1. The funds for the line item are still encumbered.
    2. A delayed line item is resolved when the line item is marked as received.
    3. A delayed line item can be canceled. You can mark a line item as delayed, and if later, the order cannot be filled, you can change the cancel reason to canceled. When delayed line items are canceled, the encumbrances are deleted.

Note

You can only cancel or delay line items that are in a state of on-order.

Cancel a Copy

  1. Open a purchase order.
  2. Click the Copies link on the line item containing the copy or copies you wish to cancel.

  3. Click the Cancel link adjacent to the copy you wish to cancel.

    1. Copies must be cancelled individually.

  4. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Canceled
  5. Click Cancel copy.
  6. A pop up will appear asking you to confirm that you wish to cancel the copy.
  7. Click OK.

  8. The status of the copy becomes Canceled.

    1. The line item bar will only change to white and have a status of cancelled if all copies for the line item have been cancelled.
    2. The funds for the copy will no longer be encumbered.

Delay a Copy

  1. Open a purchase order.
  2. Click the Copies link on the line item containing the copy or copies you wish to delay.

  3. Click the Cancel link adjacent to the copy you wish to delay.

    1. Copies must be delayed individually.

  4. Select a Reason from the drop down menu.

    1. Choose a reason that begins with Delayed
  5. Click Cancel copy.
  6. A pop up will appear asking you to confirm that you wish to cancel the copy.
  7. Click OK.

  8. The status of the copy becomes Delayed.

    1. The line item bar will only change to blue and have a status of Delayed if all copies for the line item have been delayed.
    2. The funds for the copy are still encumbered.
    3. A delayed copy is resolved when the copy is marked as received.
    4. A delayed copy can be canceled. You can mark a copy as delayed, and if later, the order cannot be filled, you can change the cancel reason to canceled. When delayed copies are canceled, the encumbrances are deleted.

Note

You can only cancel or delay copies that are in a state of on-order.

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