SAP How to Guide

Deleting/Cancelling a Purchase Order

The majority of requisitioners are not able to amend the quantities or values on a
purchase order (PO). However they can delete lines from a PO or delete the whole
PO. Please read the notes section before following steps 1 – 8

Notes

 The PO has been created when the term Follow-On Document Created
appears in the item status column

 You are the requisitioner i.e. it was NOT bought on behalf of (see note at
end of document)

 Unless the requisitioner changed the Output PO option to NO then the

supplier will have received the PO. The system does not automatically inform
the vendor that a PO has been cancelled so the requisitioner must contact the
supplier to advise them

 Purchase orders can only be deleted if there are no confirmations or

invoices associated to them.

 In the case of confirmations these can be cancelled by the requisitioner but

reallocation of an invoice to another PO can only be done by accounts
payable

 A line on / the whole of a purchase order can only be deleted if the status is
Purchase Order Created

 The item status column in the shopping cart summarises the statue of each
line of the cart, possible options are as follows

Awaiting Approval needs financial approval

In Purchaser’s Worklist with category manager for supplier approval

Purchase Order Created purchase order transmitted to Supplier

(typically)

Completely / Partly confirmed confirmation for all or part of the items

created

Billed in Full / Part invoice(s) for all or part of the items

matched to line

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1. Click on SAP Procurement tab https://selfserviceportal.kirklees.gov.uk/irj/portal

2. Click on SAP Procurement

3. Click on Shopping Area and click on Follow-on Documents Created for the
shopping cart containing the PO you wish to delete

4. Click Edit

5. The Delete button becomes active, select the line you wish to delete and click
Delete

6. As you click the delete for each line(s) the status changes to Item in Deletion
Process. Once you have clicked delete on all appropriate lines click Save

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7. A confirmation is displayed advising that it has been successfully saved

8. If you have deleted the whole purchase order, when you return to the shopping
area the status displays as Deleted. When you refresh this screen the cart will
disappear completely.

Note

 An alternative to deleting the line for quantity based orders (i.e. not limit
orders) is to create a confirmation with a quantity of zero and tick the last
delivery box. This will remove any financial commitment and prevent any
further confirmations. Whist the cart itself will not disappear it will have no
impact on the system

 If you want to delete lines/a whole cart for an order that you bought on
behalf of someone else then the above is your only option

 It is not possible to delete the lines / whole cart for limit orders which were
bought on behalf of someone else and therefore you will need to contact HD
One Support

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