Cancel Order Requests in BearBuy

A knowledge base article about Cancel Order Requests in BearBuy provided by the UC Berkeley IT Service Hub - Knowledge Portal

When a department/user submits a request to cancel an order please make sure to do the following:
  1. There are no vouchers paid, pending or in process
    1. If vouchers are in Paid or Payable status - PO cannot be cancelled
    2. If vouchers are in In Process status - voucher must be cancelled by AP before the PO can be cancelled. 
    3. If payments are in process or approved - PO cannot be cancelled
  2. The order is canceled with the supplier directly.
    1. The act of Closing or Canceling the BearBuy PO does not/will not cancel the order with the supplier
    2. Many catalog suppliers like Office Max or CDW-G have very quick turn-around times. Assisting the department to cancel their order directly will save time and money, by not having to request an RMA (Return Merchandise Authorization), any shipping fees and time waiting for a credit memo. 
  3. Internal notes are updated
    1. Please let us (Tier 2) know that the order has been canceled with the supplier and add as much detail (cancellation confirmation, etc) as possible.
    2. There have been cases where the BearBuy PO is canceled in the system but the supplier has already shipped the product. 
    3. Once a PO has been cancelled it cannot be uncancelled. If payment must be processed after the PO is cancelled, the dept must create a new order to facilitate payment. 
    4. A closed PO can be re-opened <--NOT best practice to re-open PO's
  4. If supported by Shared Services
    1. CSS BnFS Change Order teams are also available to assist their departments with any changes to their orders