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Scope: Description of the process for Closing, Cancelling, Reopening and Deleting of PO Lines (Purchase Order Lines) and PO's (Purchase Orders)
Contents
Permissions
Required Alma Role: Purchasing Operator
One-time POLs are closed automatically when fully invoiced and received/activated. See below for instructions for manually closing a One-time POL.
Continuous POL's – after receiving/activation are marked Recurring Renewal. There is no automated closing process. You can manually mark the PO line as Closed if it is fully paid and you are ending the subscription, even if the last issue has not yet been received.
Which POLs can be closed?
The following types of PO lines can be closed:
One-time PO lines with status Waiting for Invoice (with at least one received or activated resource). These are usually automatically paid, set to Fully Invoiced, and/or closed by the workflow. It is not possible to close a one-time PO line with status Sent, but it is possible to cancel it if the item won't be received and no invoice is expected (see instructions and warning below regarding cancellations).
How to manually close a POL
In the Purchase Order lines list display, click Close in the row action list icon and click Confirm in the confirmation dialog box
OR
In the Purchase Order Line Details screen, while in edit mode, click the Close button and click Confirm in the confirmation dialog box.
To close a one-time PO line with some received and some unreceived items:
Notes on manually closed POLs
Permissions
Required Role: Purchasing Operator Extended
Cancelling a PO is Powerful
Best Practice: If items and holdings exist that you want to save, Close the POL instead.
Note: The October 2018 release introduced the ability to choose how to handle bibs without items when cancelling a POL.
Current Harvard policy is to delete bibliographic records with no active holdings/items.
More details on PO Line cancellation – when can it be done, and what effects will it have?
PO Line Status
Any active PO line can be cancelled, except for those "under evaluation", "waiting for invoice", or "in review" and assigned to someone else.
• If the status of the POL line is "waiting for invoice" you will only have the option to Close the order, it can no longer be cancelled.
• If the POL is "In Review" and currently assigned to someone other than you, someone with the "Purchasing Manager" role will need to release the assignment before it can be cancelled.
To release the assignment, the Purchasing Manager should:
Inventory
Encumbrance
E-task
How to cancel a PO Line:
To cancel the order, select Cancel from the row action item list;
After a PO Line is cancelled
If there are no other PO lines on the PO:
If there were multiple PO lines on the PO:
Reopening a closed or cancelled order will push the POL into Review, where it can be further edited.
To reopen a PO Line
For those trained on running jobs/batch processes, the Update PO Lines job can be run to reopen large numbers of orders.
Required Role: Purchasing Operator Extended
The Delete option is available for PO lines with these statuses:
A PO line cannot be deleted if:
Bibliographic records
How to delete a POL:
Required Role: Purchasing Operator Extended or Purchasing Manager
Notes:
How to delete a PO
You can also delete POs when reviewing (Packaging PO Lines into a PO) or approving (Approving and Sending POs) them.