Cancelling/Updating a Purchase Order

There have been some questions around our processes for how to process a PO cancellation, so I wanted to follow-up on my previous “HH” on the importance of receiving.

You will need to request changes to existing Purchase Orders for a multitude of reasons, including:

• Catalog and NonCatalog orders create encumbrances that release when an order amount(or qty) = invoice amount (or qty) = receipt amount(or qty). If you have communicated with a supplier and will not be receiving the total amount (or qty) you ordered, the outstanding (unmatched) encumbrance amount will remain on your account until you have the PO updated.

• A PO will remain in “Open” status until everything is matched accordingly

• You may continue to receive “You have Items To Receive” notifications from Mountaineer Marketplace

We have a process that involves a special form in Mountaineer Marketplace that allows users to request any changes or cancellations on an existing Purchase Order.  The form, titled “ PO Change Order ”, is located on the home page of Mountaineer Marketplace:

When you submit a requisition with this form, MM automatically routes through the appropriate business units to have the changes completed. There are instructions on the form, but if you have any questions about your unique circumstance, as always, reach out to pcps@mail.wvu.edu for assistance prior to submitting the form.