Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a
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cancellation for materials that were not supplied
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by the vendor or that the subject specialist requested we cancel.
Contact:
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Unit:
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Acquisitions, Ordering
Date last
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reviewed: 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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Handling the Printed Cancellation Letter
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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. Cancelling the Order when there are multiple line items:
In the FOLIO POL (purchase order line)
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The selector information is often available in the vendor report or in the original order, if it is still at hand. If the selector information is known, proceed to B. If not, follow the steps below:
- Search the fund code through Ledgers and Funds of the Voyager Acquisitions module.
- Locate the name of the selector in charge of the fund (Listed as Parent Fund).
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, make a notation in the line item
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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
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Example: OP
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- CANCELLED - lat3 7/21/21
Scroll down to PO line details, and from the drop-down menus, change status to Cancelled for both Receipt status and Payment status.
C
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. 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
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- 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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- .