Closing and Canceling Purchase Orders

Purchase Order Closing/Canceling
Shared by the "Ask Finance Team" as a handy tip based on inquiries they receive.

Fulfilled purchase orders may be closed by departments if no additional invoicing is expected and there are commitments or obligations that should be released. Only cancel a purchase order if the service is truly no longer needed AND no activity has occurred (such as invoicing).  Users may cancel the PO if it was issued in error or if, before goods or services are rendered, the decision is made to cease interaction with the supplier for that particular project. 

 Unfulfilled purchase orders may only be canceled by UVAFinance and require some extra steps by the department before submitting a request to AskFinance. Please include the following in your request:

  1. Reason for Cancellation: Provide a clear explanation for the cancellation (e.g., supplier issue, wrong supplier, etc.).
  2. Unfulfilled PO Confirmation: Confirm that you have not received and do not intend to receive goods or services from the supplier.
  3. Confirmation from Supplier: Verify that you have notified and received confirmation from the supplier regarding the cancellation.

Closing Purchase Orders (QRG) | UVA Finance