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Canceling a PO vs. Closing a PO


In Guided BUying, it is possible for all Requisitioners to cancel their own Purchase Requisitions (PRs).


When to Cancel a Purchase Order (PO) within Guided BUying: You should only cancel a PO after you have confirmed with the supplier they have neither shipped nor invoiced the items you ordered. You can cancel a PR by clicking “Cancel request” in Guided BUying. Once you cancel the PR, it will automatically cancel and close the PO and send a PO cancellation confirmation to the supplier. You do not need to submit a PO Closeout Request.


When to Submit the PO Closeout Request within the Financial Affairs Customer Service Portal: You should submit the PO Closeout Request when no further invoices are expected for the PO. If a supplier short-ships a PO due to lack of inventory, or makes a change to the order, you can adjust the PR to the amount shipped and the PR will automatically close when the total quantity has been invoiced and paid. If the PO is currently in approval, first withdraw the PR and then submit a PO Closeout Request.


Sourcing & 采购 can ONLY close POs when all items have been shipped and all invoices have been paid.


When a PO Autocloses: In Guided BUying, an Amount Based PR will systematically close once it has been fully invoiced for the total amount on the PR.