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: Acquisitions, Ordering

Date last reviewed: 05/19/23 

Date of next review: May 2024



A. Cancelling the Order 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), 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



Scroll down to PO line details, and from the drop-down menus, change status to Cancelled for both Receipt status and Payment status.




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 the Instance, holding and item for the FOLIO record associated with the order.
  • Add appropriate note in the 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 holding and item associated with the order.   

  

D.  Notifying the Selector when cancellation is received from the vendor:

  • E-mail the ordering selector to alert him/her of the cancelled title
  • Include POL number, title, and Instance record number for the publication
  • 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.