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• Cancelling an Approved Monographic Purchase Order
• Cancelling a Line Item from an Approved Monographic Purchase Order
• Cancelling a Continuation Purchase Order
• Cancelling a Serial Subscription or Standing Order

CANCELING AN APPROVED MONOGRAPHIC PURCHASE ORDER

An entire monographic purchase order with the status approved/sent may be canceled.

1. Search for and display the Purchase Order.
2. Highlight line item and open notes box or open purchase order notes box if you wish to record information about the cancellation.
3. Type Alt-n and press enter or click on CANCEL.
4. Dialog box appears with message "Are you sure you wish to cancel this purchase order?" Press enter.
5. A CANCEL notice is automatically sent to the server. A Cancel Purchase Order notice can then be printed for sending to the vendor when notices are printed. Please Note:
   • If you are canceling the order before the purchase order has been printed, you will need to toss both the purchase order and the cancellation notice, since Voyager will automatically print both
   • If the vendor initiates the cancellation, you will need to toss the cancellation notice, since Voyager will automatically print it
   • Funds are automatically dis-encumbered
6. If the canceled title is the only location , you could suppress the bibliographic record and the holdings record from display in the OPAC.
   1. Open Cataloging Client
   2. Search and display bibliographic record
   3. Click on system tab and check box which says Suppress from OPAC
   4. Display holdings record and click on system tab. Check box which says Suppress from OPAC.
7. If the canceled title is not the only location, suppress the holdings record from display in the OPAC.
   1. Open Cataloging Client
   2. Search and display bibliographic record. Display holdings record.
   3. Click on holdings record system tab and check the box which says Suppress from OPAC.
   4. DO NOT SUPPRESS THE BIBLIOGRAPHIC RECORD

CANCELING A LINE ITEM FROM AN APPROVED MONOGRAPHIC PURCHASE ORDER

1. Search for and display the Purchase Order.
2. Highlight line item and tab to Line Item Notes field, open ellipsis (F4) if you wish to record information about the cancellation. Press enter to close the box.
3. Type Alt-r to display the Receive/Mark dialog box.
4. Select MARK REASON CANCEL from the drop down menu and type Alt-m or click on MARK.
5. The line item cancellation will be sent immediately to the Acquisitions Problems List. Proceed to the Problem List to actually generate the cancellation.
   1. Type Alt-u-a or click on the Acquisitions Problem List icon (check-mark) on the tool bar. The Problem List window opens. Order/Invoice Marked Items radio button is selected.
   2. Search by Mark Reason and choose Cancel from the drop down menu (or search by Bib Record number or other search).
   3. Highlight the line item. Type Alt-a or click on Generate Cancel
   4. A dialog box will ask you "Are you sure you wish to cancel the selected marked line item(s)?". Press enter to say Yes. The line item will disappear from the Marked Line Items box and its Copy Status on the Purchase Order will have changed to Canceled. Please Note:
      • The status of the Purchase Order will change to Received Partial at this point even though no material has actually been received. The background of the canceled line item will also change color to black
      • When notices are printed, a cancellation notice will be produced to mail to the vendor
      • If the vendor initiates the cancellation, you will need to toss the cancellation notice, since Voyager will automatically print it
      • Funds are automatically dis-encumbered.
   5. If the canceled title is the only location, you might suppress the bibliographic record and the holdings record from display in the OPAC
   6. If the canceled title is not the only location, suppress the holdings record from display in the OPAC

CANCELING A CONTINUATION PURCHASE ORDER

1. Follow the procedure to cancel a line item
2. The GENERATE CANCEL function of the Acquisitions Problem List will be allowed for an Order/Invoice Marked Item, including a continuation for which an order has been approved/sent but for which no component or publication pattern has been created

CANCELING A SERIAL SUBSCRIPTION OR STANDING ORDER

1. Cancellations for serials which are received through the Voyager Serials Check-in must be made directly to the vendor or publisher via letter, email, fax, or phone
2. Use Purchase Order Line Item Notes field to record information about the cancellation (effective date or issue, method of contacting vendor, etc.)
3. Alert receivers about the cancellation by entering a Serials Check-in note in the Component (access the title's Edit Component box through the Edit Pattern button on the Serials Check-in window)
4. When he last issue is received and all issues are added to holdings, the subscription pattern for each component should be closed

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ILCSO 21-May-2002

Cornell jgs 5/23/00

rev. dih 8/6/00