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acq:cancelsuspend [2018/10/23 18:11] – [The difference between canceling and suspending] tlittleacq:cancelsuspend [2024/03/01 15:34] (current) tlittle
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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 encumbered   * The funds no longer show as encumbered
Line 57: Line 58:
 {{: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
Line 64: Line 65:
  
 For backorders, you can and should still receive the items once they arrive at your library. For backorders, you can and should still receive the items once they arrive at your library.
 +
 +
 +//[[acq:cancelsuspend#cancel_suspend|Back to top]]//
 +
 +----
 +
  
 ===== ...Line Items ===== ===== ...Line Items =====
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   * 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)   * 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)
  
-<fc #ff0000>**Remember: The process to cancel vs. suspend line items is the same. The only difference is which cancel reason you choose.**</fc>+<color #ff0000>**Remember: The process to cancel vs. suspend line items is the same. The only difference is which cancel reason you choose.**</color> 
 + 
 +<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.  
 + 
 +**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> 
 + 
 +==== Canceling in a PO ====
  
-<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. </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.
  
-<fc #6495ed>**For Cancels:**</fc>+<color #6495ed>**For Cancels:**</color>
   * The line item bar(s) change to white   * The line item bar(s) change to white
   * The funds no longer show as encumbered   * The funds no longer show as encumbered
  
  
-<fc #6495ed>**For Suspends:**</fc>+<color #6495ed>**For Suspends:**</color>
   * The line item bar(s) change to blue   * The line item bar(s) change to blue
   * The funds still show as encumbered   * The funds still show as encumbered
Line 111: Line 123:
  
 For backorders, you can and should still receive the items once they arrive at your library. For backorders, you can and should still receive the items once they arrive at your library.
-==== Suspend a Line Item ==== 
  
-1. Open a purchase order. 
  
-2. Check the box(es) of the line items you want to suspend.+----
  
-{{ :acq:manual:6_lineitem_cancelsuspend_35.png?nolink |}}+==== Canceling via Search ==== 
 +1. Go to Acquisitions>General Search. This will open up the search for line items, which is what we want to cancel.
  
-3. Using the main Actions menuselect **Actions->Cancel Selected Line Items.**+<note>Before you startmake sure that you have the following columns showing: 
 +  Item Count 
 +  * Status 
 +  * Cancel Reason 
 +  PO ID 
 +  PO Name
  
-{{ :acq:manual:6_lineitem_cancelsuspend_36.png?nolink |}}+Don't forget to go to the gear icon and choose "Save Grid Settings" to save your columns! 
 +</note>
  
-4. From the drop down menu that appears, choose a **[[acq:defaults#cancel_reasons|cancel reason]]** appropriate to your situation.+There are three common ways that you can search for copies to receive.
  
-5. Click //Cancel Line Items.//+<color #4682b4>**{{anchor:acqcancel_search_indiv:Option 1 - Search for individual line items}}** 
 +</color>
  
-6A pop-up will appear asking you to confirm that you wish to cancel the line item. Click OK.+1Set up your search terms as **Line item ID** [is] ____ 
 +{{:acq:pasted:20230623-091018.png?direct&700}}
  
-7The line item will change to blue and the status will update to the chosen cancel reason.+2You can then type or copy & paste your line item ID.
  
-8Because the line item has been suspended rather than canceledthe funds for the line item are still encumbered.+3Click Searchthen go to **[[acq:cancelsuspend#acqcancel_search|Canceling Line Items in Search]]**.
  
-{{ :acq:manual:6_lineitem_cancelsuspend_40.png?nolink |}}+<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.1540318266.txt.gz · Last modified: 2018/10/23 18:11 by tlittle