March 5, 2012
March 5, 2012
7.10.4. PURCHASE ORDER CANCELLATIONS
If a vendor does not meet the contractual obligations, the university may cancel a purchase order without the vendor’s permission. If the requesting department believes that the vendor has failed to meet its contractual obligations, the requesting department must contact the Purchasing Office.
To cancel an order for any reason other than the vendor not meeting the contractual obligations, the requesting department must obtain the vendor’s agreement prior to cancelling the purchase order.
The method of requesting cancellation of a purchase order depends on how the purchase order was created.
1. POINT Plus Purchase Orders and State Contract Orders
Any cancellation of a purchase order is subject to approval by the Purchasing Office prior to the change taking place.
For POINT Plus and State Contract purchase orders, the requesting department must first notify the vendor of the proposed cancellation and then complete and submit a Request for Purchase Order Cancellation form to the Purchasing Office.
The Purchasing Office dispatches a cancellation notice to the vendor when appropriate.
2. UT Market Orders
Any cancellation of a UT Market purchase order greater than $5,000 is subject to approval by the Purchasing Office prior to the change taking place. Cancellation of UT Market purchase orders must be initiated in FRMS by the requesting department.
A UT Market purchase order may be cancelled if no line items on the purchase order have been received and accepted.
Purchase order cancellations generated in FRMS are not sent to the vendor. Therefore, the requesting department must inform the vendor of changes to the purchase order prior to cancelling the purchase order in FRMS.
To cancel a UT Market purchase order:
- Go to the FRMS home page: https://utdirect.utexas.edu/apps/frms/home/
- Click the Procurement tab.
- Click the PO tab.
- Type the purchase order number in the PO Number field.
- Click View PO.
- Click Cancel to create a cancellation document.
Note: To see the Cancel option for a UT Market purchase order, the user must be assigned to the desk where the original requisition was created, and the desk must have Update (U) or Super (S) command authorization for PXU in Electronic Office Management (EOM). There cannot be any other pending change order documents or payment vouchers associated with the original document.