Batch Cancelling Orders

Batch cancelling orders is available in Sierra 6.2 and later.

To batch cancel orders, you must be assigned the following permissions:

To batch cancel orders without sending cancellation letters, permission 147 (Batch cancel orders) and permission 79 (Cancel upon vendor notification).
To batch cancel orders and send cancellation letters, permission 147 (Batch cancel orders) and permission 148 (Claim/cancel orders).

See Permissions Used by Sierra for more information.

Sierra's Batch Cancel Orders function allows you to cancel multiple orders from a review file in a single process. The system ignores whether the orders in the review file are claimable or not. This functionality is useful in scenarios such as:

An order file was loaded more than once and the duplicate orders need to be cancelled.
Multiple orders were created with incomplete information by mistake and need to be removed.
A vendor notifies the library that multiple orders cannot be filled and will be cancelled.

Batch Cancel Orders offers two workflows:

Cancel orders without sending cancellation letters -- This workflow allows you to enter a custom note for the cancellations and specify the cancellation date. You can specify a single cancellation note / date to add to all orders or enter a separate note / date for each order.
Cancel orders and send cancellation letters -- This workflow queues cancellation letters. Sierra adds a standardized note to orders using today's date.

To batch cancel orders:

Create a review file containing the order records you want to cancel.
Select Batch Cancel Orders from the Function drop-down list.
Select a review file from the dropdown list, and click Show. Sierra displays the orders in the review file in a table.
Select one of the following options:

After processing the orders, Sierra displays the table of orders with updated statuses. If the system was able to cancel an order, it will have an interim status of "Cancellation not complete" in the Status column. This status remains until you post the cancellation.

If you chose to send cancellation letters, you must print the cancellation letter before continuing to the next step.
Post the session containing the canceled orders. Sierra does the following:
- Updates the order's STATUS field to "z" cancelled (fully disencumbered).
- Adds an INT NOTE field to the order record.
- Disencumbers the order records' funds.

Order Record Display in Batch Cancel Orders

When you select a review file in the Batch Cancel Orders function, Sierra displays the orders in a table. For example:

After processing the orders, the system displays the table again with updated statuses.

The following shows the data that appears for each order and its source.

Column Name	Data Source
Record	Order record number.
Title	TITLE variable-length field from the bibliographic record that the order is attached to
Order Date	ODATE fixed-length field from the order record
Order Type	ORD Type fixed-length field from the order record
Vendor	VENDOR fixed-length field from the order record
Fund	One of the following: If there is one fund in the order, the FUND fixed-length field from the order record. If there are multiple funds in the order, the FUNDS variable-length field from the order record.
Estimated Price	E_PRICE fixed-length field from the order record
Copies	COPIES fixed-length field from the order record
Volumes	VOLUMES fixed-length field from the order record
Status	STATUS of the order record. Note that you cannot cancel orders with the following statuses: z - cancelled (fully disencumbered) 1 - On hold (not yet encumbered) 2 - Approval rejection (not encumbered) Canceled orders have the interim status of "Cancellation not completed" until you post the cancellations.