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Feature - Prevent Cancelling PO Line Items Where Qty Received Not Equal to Qty Invoiced

← Purchase Order
Release Date: 4/16/2024
Version: 8.5 & Up

Background


In the past, a buyer might have decided to cancel an order without knowing that their order had already been received at their shipping address (e.g., a warehouse). As one can imagine, the result of this can be rather bothersome. This feature adds a safeguard for buyers so they don't accidentally cancel an order if it has been received already.

Feature


To be precise, this new feature prevents cancelling a purchase order header or line item if the quantity received is not equal to the quantity invoiced. This statement is rather abstract, but it has its use cases. In more practical terms, it prevents users from cancelling a purchase order header or purchase order line item if the receiving has been posted already. If such a scenario occurred, the following message will appear.


As stated earlier, this is a safeguard. It prevents the user from doing something they shouldn't, such as cancelling an order that has already arrived at their warehouse. See the next section for how to set up this feature.

This feature works whether an order is cancelled at the order header level or at the line item level. 

Cancel at the Purchase Order Header Level


To cancel at the purchase order header level, go to Purchase Order & Receiving > Processing > Purchase Order Processing > caNcel and type the P.O. number you would like to cancel. You will be prompted to cancel an order. If the item has been received already, you will be prompted with the following message:

Cancel at the Purchase Order Line Item Level


To cancel at the purchase order line item level, Purchase Order & Receiving > Processing > Purchase Order Processing > Change, enter the PO number you would like to edit, and then enter "Y" when prompted to edit line items.



Access field 7 and cancel the order by setting "7. Cancel?" to "Y."



But if you've already received the order, you will be prompted with the following message.


Setup


Only one Global Setup flag has to be changed in order for this feature to be active. Go to System Utilities > Utility > Global Setup > Dist > P/o global control. Press Enter twice to access the third screen. You will find the new flag under "45. Allow to Cancel PO Line If Qty Recv != Qty Invoiced?" (Note: '!=' means 'not equal to').

By default, the flag is "Y." To turn this feature on, set the flag to "N."


Technical Details


This feature was created in response to a feedback poll, and this feature is useful when the user needs to safeguard themselves from cancelling an order that has already been received. But technically, it's not only limited to this case, since under the hood what really is being checked is if the order line item quantity received is equal to the order line item quantity invoiced. So if, under a strange circumstance, the number of items invoiced is greater than the number of items received, the same error message will pop up.


Programs Modified: CP0111, NSCTLINI, NSCTLMN3


AWK

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