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: 07/21/21
Date of next review: May 2022
Cancelling the Order
Adjusting the Records
Handling the Printed Cancellation Letter
Notifying the Selector
A. Cancelling the Order
In the FOLIO POL (purchase order line), make a notation in the line item Receiving Notes by clicking Actions-Edit with the following information:
The phrase, "Order Cancelled" (or "OC") or just "CANCELLED"
Your netID and Today's date Example: OP, OC, lat3 7/21/21
C. Adjusting the Records
D. Handling the Printed Cancellation Letter
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:
The cancellation will be sent the following day by the designated staff member. Example: "SEND CANCELLATION: PO 132443 Harrass/e 2 line items".
E. Notifying the Selector