Canceling and Closing Purchase Orders

During monthly clean up, agencies may find POs that are no longer needed. The agency will be responsible for recognizing these POs and canceling or closing them.

In this example, you want to navigate to the Buyer’s Workbench and cancel a PO.

Step-by-step:

Main Menu > Purchasing > Purchase Orders > Buyer’s Workbench

The first time you go the Buyer’s Workbench page you have to create a Workbench ID. After you create a Workbench ID you can locate it on the Find an Existing Value tab each time you come to the Reconciliation Workbench.
Click the Add a New Value tab.
Verify your Business Unit.
Enter a Workbench ID. It can have a maximum of 30 letters and numbers with no spaces.

Click the Add button.

Enter the Purchase Order Number for the PO you would like to cancel or close into the Purchase Order and To fields.
Scroll to the bottom of the page.
Click the Search button.

Enter a brief description of the process you wish to run using this Workbench ID in the Description field.
Click the Save button to save settings for the Workbench ID created.
Select the checkbox to the left of the Purchase Order number.

Select either the Cancel or Close button.

- Cancel – Only perform this action if you wish to re-source the requisition.
- Close – Perform this action to relieve encumbrances and have the money available to re-encumber.

If you wish to close a PO with a Controlling Board number and re-encumber the funds on a new purchase order, wait to enter the new encumbrance until after budget check runs. Once the closed purchase order has passed budget check, you can re-encumber the funds using the existing Controlling Board number.

When closing a purchase order that is tied to a contract with a contract maximum (i.e. real estate contract), you may experience issues when trying to re-encumber the funds. Contact the OAKS Helpdesk for assistance with re-encumbering the funds on the purchase order.

The Process Results page displays the POs you selected to be canceled or closed.
If your purchase order is in the Not Qualified column, click the Log icon to view an explanation as to why the PO cannot be canceled/closed.
If your purchase order is in the Qualified column it is OK to proceed.
If canceling a PO in order to be able to edit the requisition, it is very important to select the Re-Source Requisition checkbox. This allows the user to return to the Manage Requisitions page and edit the requisition. After the requisition is edited, it will need to be approved and will source to a new PO. If the Re-Source Requisition option is not selected, this PO will be canceled and a new requisition will have to be created.
To continue, click the Yes button.
OAKS will prompt for verification that the PO should be canceled or closed.

Click the Yes button to continue canceling/closing.