Cancel or complete outstanding orders prior to fund rollover

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Depending on your local policies and practice, you may wish to review outstanding orders and cancel some of them to prevent commitment being carried over to the next year’s funds.

The easiest way to do this is to review them in Acquisitions and cancel/complete the orders in bulk from the Order List. To do this, you can use Add to List order search in the Acquisitions module to identify all orders with a status of "Confirmed" or "Part filled" which are not Complete.

Remember you can use Ctrl+Click select multiple items in the Status box so that you can select "Confirmed" and "Part filled" at the same time. You may also wish to restrict the search to orders created before a specified order date, for example, if you have outstanding orders for pre-publication items.

Having retrieved the set of orders, you may want to use Refine Set to exclude order categories which would normally continue over into the next financial year (such as Standing Orders and Subscriptions) or order types with no financial commitment such as Gifts/Donations. Select the "NOT the following" radio button to exclude on criteria. You can only exclude on ONE set of criteria per Refine Set step.

The results can then be reviewed and records selected as appropriate, and the selected records retrieved either as a set from the brief display or as individual records from the full display. See Working with the Order List for more information.

Once retrieved into the Order LIst, "Confirmed" orders can be cancelled by selecting them and using the right-click menu or the Action Menu at the top of the screen. "Part filled" orders cannot be cancelled but can be completed using the right-click menu or the Action Menu. Both of these actions will complete the order and reduce the commitment to $0.00 so that there is nothing to carry forward in the rollover.

If you wish to notify the vendor of these cancellations then you will need to have set up the vendor record to automatically send cancellations via EDI, or you will need to print and send the cancellation letters which requires a scheduled task to generate and send these (as with notices).

If orders of more than one status have been retrieved, click on the status heading to sort by status so that all orders which will be treated in the same way are grouped together.