Cancel or Close a Purchase Order

This page explains when and how to cancel or close a Purchase Order in PayInvoice Next.

Cancel vs Close

Action	When to Use	What Happens
Cancel	PO is no longer needed at all	PO status becomes Cancelled. Budget is released. No further GRN or invoice can be created.
Close	PO is partially fulfilled and no more deliveries are expected	PO status becomes Closed. Remaining undelivered quantity is marked as not expected. Budget for undelivered portion is released.

How to Cancel a Purchase Order

1. Open the Purchase Order.
2. Click Menu > Cancel.
3. Enter a cancellation reason in the comment box (required by workflow, if configured).
4. Click Confirm.

WARNING

You cannot cancel a PO if any of the following exist:

• A submitted Goods Receipt Note (GRN) against this PO
• A submitted Purchase Invoice against this PO

You must cancel the linked GRN or Invoice first, then cancel the PO.

How to Close a Purchase Order

1. Open the Purchase Order.
2. Click Close (available in the status bar or under Menu > Close).
3. The PO status changes to Closed.
4. Any remaining un-received quantity is written off — no further GRN or invoice can be created for the remaining amount.

TIP

Use Close (not Cancel) when the supplier has partially delivered and you do not expect the remaining items. This preserves the GRN and invoice history for the delivered portion.

Impact on Budget

• Cancel: The full PO amount is released back to the budget. Available Budget increases.
• Close: Only the un-invoiced portion is released. The amount already invoiced remains consumed.

Impact on Linked Documents

Document	On Cancel	On Close
Goods Receipt Note (GRN)	Must cancel GRN first	Existing GRN remains valid
Purchase Invoice	Must cancel PI first	Existing PI remains valid
Advance Payment	Not automatically reversed — finance team must handle separately	Remains linked
SAP Sync	Cancellation syncs to SAP (if integration enabled)	Closure status syncs to SAP

Related Pages

• Modify or Amend a PO — If you need to change the PO instead of cancelling
• PO with Budget Control — How budget is released on cancellation
• PO FAQ & Troubleshooting — Common cancellation issues