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acq:cancelsuspend [2018/07/30 18:01] tlittleacq:cancelsuspend [2024/03/01 15:34] (current) tlittle
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 Cancel reasons are PINES defaults. You can see a list of them **[[acq:defaults#cancel_reasons|here]]** that includes whether they are Keep Debits? True or False. If for some reason you need an additional cancel reason, please open a Helpdesk ticket. Cancel reasons are PINES defaults. You can see a list of them **[[acq:defaults#cancel_reasons|here]]** that includes whether they are Keep Debits? True or False. If for some reason you need an additional cancel reason, please open a Helpdesk ticket.
 +
 +//[[acq:cancelsuspend#cancel_suspend|Back to top]]//
 +
 +----
 +
  
 ===== ...A Purchase Order ===== ===== ...A Purchase Order =====
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 You can cancel or suspend purchase orders where all line items are in a state of //on-order//. You can cancel or suspend purchase orders where all line items are in a state of //on-order//.
  
 +<note important>If you are cancelling (not suspending) an order or an item with a vendor that you use EDI with, you **must** contact the vendor first and cancel the items. If you cancel them in Acquisitions first, the vendor will **not** be notified. Manually contact them, get confirmation of what has been cancelled, then cancel in Acquisitions.</note>
 Canceling/Suspending an entire purchase order is most appropriate when all line items need to use the same cancel reason. If you need to use different cancel reasons for different line items, or you only need to mark specific line items cancelled/suspended, you cannot use this method. See **[[acq:cancelsuspend#line_items|Cancel/Suspend Line Items]]**. Canceling/Suspending an entire purchase order is most appropriate when all line items need to use the same cancel reason. If you need to use different cancel reasons for different line items, or you only need to mark specific line items cancelled/suspended, you cannot use this method. See **[[acq:cancelsuspend#line_items|Cancel/Suspend Line Items]]**.
  
-<fc #ff0000>**Remember: The process to cancel vs. suspend a purchase order is the same. The only difference is which cancel reason you choose.**</fc>+<color #ff0000>**Remember: The process to cancel vs. suspend a purchase order is the same. The only difference is which cancel reason you choose.**</color>
  
 1. Open the purchase order. 1. Open the purchase order.
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 6. The status of the purchase order becomes //canceled// and: 6. The status of the purchase order becomes //canceled// and:
  
-<fc #6495ed>**For Cancels:**</fc>+<color #6495ed>**For Cancels:**</color>
   * All the line item bars change to white   * All the line item bars change to white
-  * The funds no longer show as cancelled+  * The funds no longer show as encumbered
  
 {{:acq:manual:5_po_cancelsuspend_50.png?nolink |}} {{:acq:manual:5_po_cancelsuspend_50.png?nolink |}}
  
-<fc #6495ed>**For Suspends:**</fc>+<color #6495ed>**For Suspends:**</color>
   * All the line item bars change to blue   * All the line item bars change to blue
   * The funds still show as encumbered   * The funds still show as encumbered
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 {{:acq:manual:5_po_cancelsuspend_52.png?direct&600}} {{:acq:manual:5_po_cancelsuspend_52.png?direct&600}}
  
 +For backorders, you can and should still receive the items once they arrive at your library.
  
-7. A suspended purchase order is resolved when the items arrive and are received. 
  
-<note important>If you have just one or two items that need to be canceled or suspended, you may mark these individually rather than the whole purchase order. See: [[acq:manual:lineitemshowto#Canceling_and_suspending_line_items|Canceling and Suspending Line Items]]. </note>+//[[acq:cancelsuspend#cancel_suspend|Back to top]]/
 + 
 +---- 
  
 ===== ...Line Items ===== ===== ...Line Items =====
 You can cancel or suspend line items that have a status of //on-order//. You can cancel or suspend line items that have a status of //on-order//.
  
-==== Cancel a Line Item ==== +Cancelling or suspending line items is most appropriate when: 
-You can cancel or suspend line items that are in a state of //on-order.//+  You need to use different cancel reasons for different line items 
 +  * You only need to cancel/suspend some line items in the PO, not all of them 
 +  * All the copies under one title can have the same cancel reason (i.e. You cannot cancel at the line item level if you have 3 copies under a title, with one to be backordered, one to be true cancelled, and one to remain on-order)
  
-Cancel reasons are used to suspend or cancel line items. The difference between cancel reasons for suspension and cancel reasons for cancellation is whether or not fund debits are kept as encumbered (True) – a state of suspension – or fund debits are returned to the fund (False) – a state of true cancellation.+<color #ff0000>**Remember: The process to cancel vs. suspend line items is the same. The only difference is which cancel reason you choose.**</color>
  
-{{  :acq:manual:6_lineitem_actions_34.png?nolink&  }}+<note>There is an open bug that affects [[https://bugs.launchpad.net/evergreen/+bug/1053015|attempting to cancel line items]]. You may get an error message "ACQ_NOT_CANCELABLE→The object is not in a cancelable state." To resolve, each copy on a line item must be canceled. The status of the line item will remain on-order, but each copy will show a status of canceled. See **[[acq:cancelsuspend#copies|Canceling and Suspending Copies]]** for more information
  
-For example, a cancel reason such as Publication Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds remain encumbered. This is a cancel reason for suspending.+**Do** attempt to cancel at the line item level first. The majority of the time it works fine; the above information is only if you are impacted by the bug.</note>
  
-[[acq:defaults#cancel_reasons|Cancel reasons]] are PINES defaults. If you need additional cancel reasons, please open Helpdesk ticket.+==== Canceling in PO ====
  
-**Cancel a Line Item**<note>There is an open bug that affects [[https://bugs.launchpad.net/evergreen/ bug/1195063|attempting to cancel line items]]. You may get an error message "ACQ_NOT_CANCELABLE→The object is not in a cancelable state." To resolve, each copy on a line item must be canceled. The status of the line item will remain on-order, but each copy will show a status of canceled. See Canceling and Suspending Copies [link] for more information. </note> 
  
 1. Open a purchase order. 1. Open a purchase order.
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 {{  :acq:manual:6_lineitem_cancelsuspend_35.png?nolink&  }} {{  :acq:manual:6_lineitem_cancelsuspend_35.png?nolink&  }}
  
-3. Using the main //Actions//  menu, select //ActionsCancel Selected Line Items.//+3. Using the main //Actions//  menu, select **Actions Cancel Selected Line Items.**
  
 {{  :acq:manual:6_lineitem_cancelsuspend_36.png?nolink&  }} {{  :acq:manual:6_lineitem_cancelsuspend_36.png?nolink&  }}
  
-4. From the drop down menu that appears, select a [[acq:defaults#cancel_reasons|cancel reason]].+4. From the drop down menu that appears, select a **[[acq:defaults#cancel_reasons|cancel reason]]**.
  
 {{  :acq:manual:6_lineitem_cancelsuspend_37.png?nolink&  }} {{  :acq:manual:6_lineitem_cancelsuspend_37.png?nolink&  }}
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 <note important>If line items are being canceled for different reasons, they will need to be canceled separately so different cancel reasons can be used.</note> <note important>If line items are being canceled for different reasons, they will need to be canceled separately so different cancel reasons can be used.</note>
  
-5. Click //Cancel Line Items.//+5. Click **Cancel Line Items.**
  
 {{  :acq:manual:6_lineitem_cancelsuspend_38.png?nolink&  }} {{  :acq:manual:6_lineitem_cancelsuspend_38.png?nolink&  }}
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 6. A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK. 6. A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK.
  
-7. The line item will change to white and the status will update to //canceled.//  The funds for the particular line item will no longer be encumbered.+<color #6495ed>**For Cancels:**</color> 
 +  * The line item bar(s) change to white 
 +  The funds no longer show as encumbered
  
-{{  :acq:manual:6_lineitem_cancelsuspend_39.png?nolink&  }} 
-==== Suspend a Line Item ==== 
  
-1. Open a purchase order.+<color #6495ed>**For Suspends:**</color> 
 +  * The line item bar(s) change to blue 
 +  * The funds still show as encumbered
  
-2. Check the box(es) of the line items you want to suspend.+{{ :acq:manual:6_lineitem_cancelsuspend_40.png?nolink |}}
  
-{{ :acq:manual:6_lineitem_cancelsuspend_35.png?nolink |}}+For backorders, you can and should still receive the items once they arrive at your library.
  
-3. Using the main Actions menu, select //Actions->Cancel Selected Line Items.// 
  
-{{ :acq:manual:6_lineitem_cancelsuspend_36.png?nolink |}}+----
  
-4From the drop down menu that appearschoose a [[acq:defaults#cancel_reasons|cancel reason]] that keeps debits.+==== Canceling via Search ==== 
 +1Go to Acquisitions>General Search. This will open up the search for line itemswhich is what we want to cancel.
  
-5. Click //Cancel Line Items.//+<note>Before you start, make sure that you have the following columns showing: 
 +  * Item Count 
 +  * Status 
 +  * Cancel Reason 
 +  * PO ID 
 +  * PO Name
  
-6. A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK.+Don't forget to go to the gear icon and choose "Save Grid Settings" to save your columns! 
 +</note>
  
-7. The line item will change to blue and the status will update to the chosen cancel reason.+There are three common ways that you can search for copies to receive.
  
-8. Because the line item has been suspended rather than canceled, the funds for the line item are still encumbered.+<color #4682b4>**{{anchor:acqcancel_search_indiv:Option 1 - Search for individual line items}}** 
 +</color>
  
-{{ :acq:manual:6_lineitem_cancelsuspend_40.png?nolink |}}+1. Set up your search terms as **Line item ID** [is] ____ 
 +{{:acq:pasted:20230623-091018.png?direct&700}} 
 + 
 +2. You can then type or copy & paste your line item ID. 
 + 
 +3. Click Search, then go to **[[acq:cancelsuspend#acqcancel_search|Canceling Line Items in Search]]**. 
 + 
 +<color #6495ed>**Option 2: Search for line items in a particular PO** 
 +</color> 
 + 
 +1. Set up your search terms as:\\ 
 +**Purchase Order - Purchase Order ID** [is] ____\\ 
 +**Line Item - Status** [is NOT] "Received" (select from drop down list) 
 + 
 +{{:acq:pasted:20230623-091320.png?direct&700}} 
 + 
 +2. Click Search, then go to **[[acq:cancelsuspend#acqcancel_search|Canceling Line Items in Search]]**. 
 + 
 + 
 +<color #6495ed>**Option 3: Batch search for line items from a spreadsheet** 
 +</color> 
 + 
 +If you have a list of line item IDs in a spreadsheet, you can upload these in one search even if they're on many different purchase orders. 
 + 
 +1. Copy the list of line item IDs (confirm that they are __not__ the line item DETAIL id, which is different). 
 + 
 +<note>Don't do more than 25-50 line item IDs per file. If the amount of line items you need to cancel is greater, break it into multiple uploads.</note> 
 + 
 +2. Paste into a Notepad file. There does not need to be commas between the line item IDs, only a line break or a space. For example:\\ 
 +100\\ 
 +101\\ 
 +102\\ 
 + 
 +3. Go to Acquisitions>General Search. 
 + 
 +4. Set up the search terms as: 
 + 
 +**Line Item - ID** [matches a term from a file] 
 + 
 +{{:acq:pasted:20230623-092147.png?direct&700}} 
 + 
 +5. Click "Choose File" and browse to where your Notepad file with line IDs is and select. 
 + 
 +6. Click Search, then go to **[[acq:cancelsuspend#acqcancel_search|Canceling Line Items in Search]]**. 
 + 
 +**{{anchor:acqcancel_search:Canceling Line Items in Search}}** 
 + 
 +Now that you've set up your search terms and located your line items, you can actually do the cancellations. 
 + 
 +1. For each line item in your search results, double-check the number in the Item Count column. If it's anything other than 1, double check the quantity that you need to cancel.  
 + 
 +<note>So for example, if the Item Count is 3 and you need to cancel 3 copies, you're OK to proceed. However, if the Item Count is 3 and you need to cancel 2 copies, jump to **Canceling Copies**.</note> 
 + 
 +2. If your Item Count matches the number of items you need to cancel, you can check the checkbox next to that line item and move on to the next. 
 + 
 +3. Once you have selected all line items that you want to receive, click the Actions button and then select **Cancel Selected**. 
 + 
 +{{:acq:pasted:20230623-095040.png?direct&500}} 
 + 
 +4. From the following pop-up dialog, choose the appropriate cancel reason and then click Apply. 
 + 
 + 
 +----
  
-9. A suspended line item is resolved when all copies of the line item arrive and are received. 
  
 ===== ...Copies ===== ===== ...Copies =====
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 8. A suspended copy is resolved when the item arrives and is marked received. 8. A suspended copy is resolved when the item arrives and is marked received.
 +
 +
 +//[[acq:cancelsuspend#cancel_suspend|Back to top]]//
 +
 +----
 +
 +
  
acq/cancelsuspend.1532973678.txt.gz · Last modified: 2018/10/11 20:15 (external edit)