Cancel One or More Whole Line Items

You can cancel a single line item or multiple line items on a purchase order without canceling the entire order. Purchase order line items can be canceled if they have one of the following statuses:

On Order Return Requested
Backordered Returned
Never published Claimed
Out of print Pending Claim

To cancel a specific line or multiple lines from the Purchase Order workform:

  1. Open the Purchase Order workform - Line Items view.

    2. Tip:
    To keep your place in the list and retain your sort order, select Edit > Lock List View or click . When you update line items with the list view locked, the changes do not appear in the list view until you clear the Lock List View option or refresh the list. List view locked is displayed in the status bar when this option is on.
    Click to refresh the list. After you refresh the list, your updates to the line items appear, and the list view is resorted.

  2. Select the line item or items to cancel.
  3. Right-click, and select Cancel or click in the toolbar.

    4. A dialog box appears.

  4. Click Yes to confirm that you want to cancel the selected lines.

    5. If there is a bibliographic-level hold placed on any purchase order line item and the linked item is the only one that can satisfy the hold request, a message appears.

  5. If the cancel linked hold requests message appears, do one of the following:
    • To cancel the line item and its associated hold requests, click Yes.
    • To cancel the line item but retain the hold requests, click No.
    • To stop the cancellation of the line item and retain the hold requests, click Cancel.

    When the line items are canceled, Purchase Order Lines Canceled Successfully appears in the status bar, and the following events occur:

    • Funds are disencumbered.
    • The status of the line item and segments is changed to canceled.
    • The linked on-order item records are deleted.
    • Any hold requests are canceled or retained, depending on your response to linked hold request message.
    • The patrons’ records are updated with the canceled holds, if applicable.
    • The Display in PAC checkbox in the linked bibliographic record is cleared (if there are no other linked records).

    Note:
    If the canceled order was prepaid, a credited status appears in the linked invoice line items, an unexpend transaction occurs in any linked funds, on-order items are deleted, and if checked, the Display in PAC checkbox is cleared (if there are no other linked records).