Can a cancelled line / a cancelled PO be vouchered against in BearBuy?

A knowledge base article about Can a cancelled line / a cancelled PO be vouchered against in BearBuy? provided by the UC Berkeley IT Service Hub - Knowledge Portal

If a specific line on a Purchase order is cancelled, a voucher can still be created against the line. However, the specific behavior of the voucher varies based on the form used, the previous status of the line and other variables.

Before you begin:

A cancelled PO does not necessarily mean that a supplier did not ship and bill against the original Purchase Order or specific lines therein.

Voucher / PO behavior when creating an order against a cancelled line:

If the voucher was created and approved before the PO is cancelled, it will be paid.
If a voucher (regardless if it was electronicly or manually processed) is created or approved after the Purchase Order was cancelled, it will trigger one of two error processes:
1. If the voucher was created after the PO or line was cancelled, the voucher will trigger a match exception process.
  - A Match Exception Preparer will investigate the voucher / invoice and determine their validity.
  - The user will need to determine whether or not the University should pay the invoice & will need to go through the normal match exception process.
2. If the voucher was created before the PO was cancelled, but approved after the PO cancellation, it will fail to export to BFS for payment.
  - It will instead go to Disbursement's Voucher Error Queue for resolution.
In the case of Payment Request Forms, the voucher is created within seconds of the PO as an automated process allowing no time for PO cancellations or match exception processes.
- Note that this is why these forms require approval at the Requisition and Voucher level regardless of amount.
- To cancel a voucher created via a Payment Request Form:
  - The departmental Voucher Approver should forward the voucher to Disbursements with a request to cancel it if the PO was or needs to be cancelled.
Disbursements will typically not create a voucher against a canelled PO. Note that the type of voucher source dictates if it is processed through Disbursements:
- Electronic Voucher source: BearBuy automatically generated the voucher.
- Manual Voucher Source: Disbursements generated the voucher.

For additional assistance, contact CSS IT at 510-664-9000 and follow the prompts to reach a technician from between 8 am to 5 pm, Monday through Friday. A ticket may also be submitted by e-mailing bearbuyhelp@berkeley.edu