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Adding, Editing, Deleting & Printing Purchase Order (PO) Cancellation in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: Jun 08, 2022
5 min read

PO (Purchase Orders) are created to tell vendors the details of items that need to be procured. But for many different reasons the purchase order cancelled.

A few most common ones are  - 

  1. Delivery commitment failure of previous order to same vendor.
  2. Financial commitment cannot be fulfilled by buyer.
  3. Quality of first batch of ordered items not up to standard.
  4. Better deal offered by another vendor.


Important

  • 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.
  • In Ginesys, partial cancellation of Order is possible.


 Add Purchase Order Cancellation

Prerequisites

  1. The users' role must have access to the Add app operation in the Cancel Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Purchase Cancel Order.

  2. Purchase Cancel Order module will open.

  3. All the previously created Cancel Orders will be listed here.

  4. Click on Add button.

  5. Purchase Cancel Order window will open.



  6. You will get group of icons at the top right corner of the window



    1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

    2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

    3. Delete: You can Delete the Purchase Cancel Order by clicking on this icon.

    4. Print Barcode: Clicking on the Down Arrow beside this icon, you will get Print Preference option. This option is used to print barcode.: 

    5. Attachments: You can Upload some required documents from this option.

    6. Clear Form: Clicking on this icon, you can Clear all the data already entered. 

    7. Open Side Panel: Clicking on this, you will get the details of the current Purchase Cancel Order as follows:

      1. Document Summary:  In this section you will get the details of Selected Items, Sale Type, Owner Site, Modified by etc. 

      2. Customer Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Credit Limit, Overdue Amount etc. 

      3. Customer Statistic: This section describes the Delivered not Invoiced amount, Outstanding Amount, Last Invoice Date etc. 

  7. You will get three sections - General, Item Information, User Defined Field and Others. 

  8. General:



    1. Select the Owner Site (Mandatory Field) for which you want to create the Purchase Cancel Order.

    2. Select a Document Numbering Scheme, already created in the master, from the drop down list Cancellation No. (Mandatory Field).

    3. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.

    4. Select the Entry Mode - Item or Set. According to this selection you can proceed further.

  9. Item Information:



    1. You need to add items in the Purchase Cancel Order by using Select Order Item option.

      1. Select Order Item window will open. 

      2. You will get Order Search Criteria like - Division, Category, Order Date Range etc. You will get Order No. and Set Scan field for Set selection. 

      3. Order Details will be populated with Order No., Order Date, Vendor Name etc as per Search Criteria.

    2. Details will be populated in the Item / Set information section with Barcode, Item Description, Rate, Qty. etc.

    3. If you click on the  button left side of the populated item, you will get a drop down list.
    4. You will get Delete Record and View Properties. 
      1. Delete Record: You can delete the populated item from the list as per your requirement.

      2. View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details. 

  10.  You can put in the Remarks for the Purchase Cancel Order in Others section. 



  11. You directly save by clicking on the Save button to save Purchase Cancel Order. You will get a  message "Document  <Order Cancellation No.>  saved successfully."
 Edit Cancel Purchase Order

Prerequisites

  1. The users' role must have access to the Edit app operation in the Cancel Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.

  2. Cancelled Purchase Order must exist.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Cancel Purchase Order.

  2. Cancel Purchase Order module will open.

  3. All the previously cancelled Orders will be listed here.

  4. Select the Cancel Purchase Order document you want to edit.

  5. You can use Filter to search particular Cancel Purchase Order(s).

    Note: If you select multiple Cancel Purchase Order, the Edit option will get disabled. You cannot edit multiple Purchase Order at the same time.

  6. Go to Action > Edit.

  7. Edit: Purchase Cancel Order window will open.


  8. All the details will be populated.

  9. You can modify Entry Mode. You will get a message - "Modification of entry mode will clear the set information. Please confirm to proceed". 

  10. You can add or remove Purchase orders.

  11. Click on the Save button to save the modified Purchase Order Cancellation. 

  12. You will get a message - "Document <Cancel Purchase Order  No.> saved successfully".

 Delete Cancel Purchase Order

Prerequisites

  1. The users' role must have access to the Delete app operation in the Cancel Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.

  2. Cancel Purchase Order must be created.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Cancel Purchase Order.

  2. Cancel Purchase Order module will open.

  3. All the previously created Order Cancellation will be listed here.

  4. Select the one Cancel Purchase Order you want to delete.

  5. Go to Action > Delete.


  6. You will get a message - "Record once deleted cannot be retrieved. Are you sure you want to delete this transaction?"

  7. If you click on Yes, you will get a confirmation message "Cancellation No. <Cancel Purchase Order  No.> - Document deleted successfully ".
 Print Cancel Purchase Order

Prerequisites

  1. The users' role must have access to the Print app operation in the Cancel Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.

  2. Cancel Purchase Order must be created.

  3. Printer must be connected and installed.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Order > Cancel Purchase Order.

  2. Cancel Purchase Order module will open.

  3. All the previously created Order Cancellation will be listed here.

  4. Select the one Cancel Purchase Order you want to delete.

  5. Go to Acton > Print.


  6. You will get previously created template.

  7. Click on the required template to print.

  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.