Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a cancellation for materials that were not supplied by the vendor or that the subject specialist requested we cancel.
Contact: Masayo Uchiyama
Unit:
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Acquisitions, Ordering
Date last reviewed:
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05/
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03/
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24
Date of next review: May
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2025
A.
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Cancelling the Order
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for single line item orders:
- Search for your purchase order in the Orders app
- Click Actions - Close order
- Select "Reason" by clicking on the down arrow
- Add note for why it is being cancelled and click submit
- If you now click on the POL you will see:
- Move on to step "C"
B
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. Cancelling the Order
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when there are multiple line items:
In the FOLIO POL (purchase order line), make a notation in the line item Receiving note and Cancellation description by clicking Actions-Edit with the following information:
- The reason the title was cancelled: Example: Out-of-Print (or "OP") Out-Of-Stock Indefinitely (or "OSI") Publication Abandoned (or "PA")
The phrase, "Order Cancelled" (or "OC") or just "CANCELLED"
Your netID and Today's date Example: OP - CANCELLED - lat3 7/21/21
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Scroll down to PO line details, and from the drop-down menus, change status to Cancelled for both Receipt status and Payment status.
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C. Adjusting the Inventory Records
- Click on the hyperlink in your POL to take you to the Inventory app
- When the cancelled title is associated with a title that has only one location, suppress
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- the Instance, holding and
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- item for the
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- FOLIO record associated with the order
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- .
- Add appropriate note in the
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- holdings call number prefix "CANCELLED" by clicking Actions-Edit and add the same note in the Holding note field as you did on your POL.
- When the cancelled title is associated with a bibliographic record that has multiple locations, suppress ONLY the
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- holding and item associated with the order.
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D
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.
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Since the cancellation is triggered by a vendor notification, it is not necessary to mail a printed cancellation letter to the vendor. Consequently, printed cancellations resulting from vendor reports are discarded. If a cancellation needs to be sent to the vendor, leave a note in the "Stop Box" indicating:
- Purchase order number
- Vendor name
- Number of line items cancelled from Purchase order
The cancellation will be sent the following day by the designated staff member. Example: "SEND CANCELLATION: PO 132443 Harrass/e 2 line items".
Notifying the Selector when cancellation is received from the vendor:
- E-mail the ordering selector to alert him/her of the cancelled title
- Include
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- POL number, title, and
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- Instance record number for the publication
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- Discard the cancellation notification from the vendor.
- If the cancellation was at the request of the subject specialist you will email the vendor of the cancellation and copy the subject specialist
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- .