Cancel quantities and close commitments

Where: order detail → header actions or the line's Actions column.
Who: purchase.order.cancel or purchase.order.close, plus order viewing and business-unit access.

Choose the right action

Intention	Action	What it does not do
Abandon an eligible open order	Cancel order	Does not delete history or reverse stock, invoices or payments.
Stop some/all undelivered quantity on one line	Line Cancel	Does not cancel received quantity.
Prevent more deliveries on a line	Close receiving	Does not invent a delivery or reverse received units.
Prevent more invoices on a line	Close invoicing	Does not pay, void or credit an existing invoice.
Finish an eligible order	Close order	Does not prove every invoice is paid.

Cancel an order

1. Check current receipts, invoices and allocations.
2. Select Cancel order.
3. Enter Reason, then Confirm.
4. Review status Cancelled and cancelled quantities.

Header cancellation is refused after a line has completed receipt/invoicing progress or any payment allocation exists. Some partial-commitment situations can be cancelled, but the button's presence alone does not guarantee the server will allow it.

Example: cancel an untouched Draft because the purchase was duplicated. Do not cancel an order that has already delivered goods merely to remove it from a worklist.

Cancel a line's remaining quantity

1. Find the open line and select Cancel.
2. Enter Reason.
3. Enter Quantity to cancel (leave blank for remaining), or leave blank to cancel the entire current unfulfilled quantity.
4. Select Confirm, then inspect cancelled and remaining quantities.

Example: 200 mugs ordered, 120 received, no earlier cancellation. Remaining is 80. Cancel 30 and the remaining delivery commitment becomes 50. Cancel more than 80 and the server refuses it.

Cancellation records who, when and why. It keeps the original ordered quantity and monetary history; it is not a price amendment or credit note. Totals are recalculated from ordered quantities, so cancelling 30 does not itself turn the order into a newly priced 170-unit order.

Close receiving or invoicing

Select Close receiving or Close invoicing on an open line, enter Reason, then Confirm.

Example: short final delivery. 200 ordered, 196 received, supplier confirms the last 4 will not arrive. Review the shortage, then cancel the residual 4 or close receiving according to your organisation's procedure. If accepted units still need invoicing, keep invoicing open.

Example: invoice residual. Accounts agrees no further invoice is expected for an outstanding invoiceable balance. An authorised manager may close invoicing with the agreed reason. This blocks later invoice creation against that line; it does not settle an existing bill.

Closing a direction makes its reported remaining quantity zero. Read the original quantities and closure reason to distinguish a fulfilled quantity from an administratively closed one. There is no reopen-receiving/invoicing button in the current detail screen.

Close the order

Close order requires every line's remaining receivable and invoiceable quantities to be zero. The order can also close automatically as receipt, invoice or line-control activity completes it.

Because invoice quantity progress updates when the draft invoice is created, an order may already be Closed while its invoice is still Draft. Closure is an operational status, not an accounting-posting or payment status.

Message	Meaning / recovery
No unfulfilled line quantity is available to cancel	Reload; there is no positive remaining delivery quantity.
Cancelled quantity cannot exceed the unfulfilled line quantity	Enter no more than current Remaining.
Purchase order cancellation is not allowed after completed receipt, invoice, or payment activity	Keep the history; review line controls or the proper financial process.
Purchase order cannot be closed until all lines are received and invoiced	Review both remaining columns and explicit closure controls.
Closed or cancelled purchase orders are read-only	There is no ordinary reopen action for these terminal states.