How to Cancel POs in Sage 100

Understanding Purchase Order Status

Before canceling a PO, it's important to understand its current status in the system. A purchase order in Sage 100 can be in several states:

• Open: The PO has been created but not fully received or invoiced
• Backordered: Items are partially received or invoiced
• Completed: All items have been received and invoiced
• Canceled: The PO has been manually canceled

Prerequisites for Cancellation

Before attempting to cancel a PO, ensure the following conditions are met:

• No active receipt of goods transactions are in progress[1]
• The PO is not currently being accessed by other users
• You have proper security permissions to modify purchase orders
• The accounting period is still open for the PO date

Method 1: Direct Cancellation

The simplest way to cancel a PO is through the Purchase Order Entry screen:

1. Navigate to Purchase Order > Main > Purchase Order Entry
2. Locate the PO you wish to cancel
3. Click the "Header" tab
4. Change the order status to "Canceled"
5. Click "Accept" to save the changes[5]

Method 2: Using Accounting Cancellation

For POs that have already been partially processed:

1. Navigate to Purchase Order > Main > Purchase Order Entry
2. Select the PO to cancel
3. Click Options/Menu Bar > Accounting Cancellation
4. Select "negative generation type"
5. Choose the appropriate accounting option
6. Click OK to process the cancellation[5]

Handling Partially Received Orders

When dealing with partially received orders, additional steps may be necessary:

1. First, verify the received quantities in Receipt of Goods Entry
2. Adjust the ordered quantity to match the received quantity
3. Process any necessary returns through Return of Goods Entry
4. Update the PO status accordingly[8]

Impact on Purchase Clearing Account

Canceling POs can affect your purchase clearing account:

1. Review the Purchases Clearing Report before cancellation
2. Note any outstanding amounts that need to be reconciled
3. Make necessary general ledger adjustments after cancellation[8]

Automated Cleanup Options

Sage 100 provides several utilities for managing canceled POs:

Purchase Order Utilities

• Purge Completed POs
• Purge Expired Master Orders
• Purge Obsolete Purchase Orders
• Clean Purchase Order History[1]

Best Practices for PO Cancellation

To maintain accurate records and prevent issues:

1. Document the reason for cancellation in the PO comments
2. Notify relevant departments about the cancellation
3. Keep records of canceled POs for audit purposes
4. Regularly review and purge old canceled POs[2]

System Configuration

Proper system setup is crucial for effective PO management:

Purchase Order Options Settings

1. Set appropriate retention days for completed POs
2. Configure automatic closing parameters
3. Establish proper security settings
4. Define accounting integration options[2]

Troubleshooting Common Issues

If you encounter problems while canceling POs:

Receipt Reference Error

1. Clear all users from the system
2. Verify no receipt transactions are in process
3. Check for partial receipts
4. Release any holds on the PO[9]

Period End Processing

To maintain system performance:

1. Regularly run period end processing
2. Purge completed and canceled POs
3. Archive necessary documentation
4. Update purchase clearing accounts[8]

Reporting Considerations

After canceling POs, review these reports:

1. Purchase Order Report
2. Purchases Clearing Report
3. Open Purchase Order Report
4. Purchase Order History Report[8]

Special Scenarios

Backordered POs

1. Review all line items
2. Adjust quantities as needed
3. Process partial receipts
4. Update vendor records[8]

Linked Documents

1. Check for related receipts
2. Verify invoice status
3. Clear associated documents
4. Update related records[9]

System Maintenance

Regular maintenance ensures smooth PO processing:

1. Run data integrity checks
2. Verify purchase clearing accounts
3. Update vendor records
4. Archive old documents[2]

Future Prevention

To minimize the need for PO cancellations:

1. Implement proper approval workflows
2. Set up vendor performance tracking
3. Use master purchase orders when appropriate
4. Regularly review ordering patterns[2]

Conclusion

Canceling purchase orders in Sage 100 requires attention to detail and understanding of the system's processes. By following these guidelines and maintaining proper documentation, you can effectively manage PO cancellations while maintaining accurate financial records and system integrity.

Remember to always verify the impact of cancellations on your accounting records and make any necessary adjustments to ensure accurate financial reporting. Regular system maintenance and proper configuration will help prevent issues and streamline the cancellation process when needed.

Citations: [1] https://knowadays.com/blog/how-to-structure-a-blog-post-a-step-by-step-guide/ [2] https://www.wpbeginner.com/wp-tutorials/how-to-write-a-great-blog-post-structure-examples/ [3] https://9clouds.com/blog/15-blog-formatting-tips-increase-readers-time-on-page/ [4] https://ghost.org/resources/how-to-format-a-blog-post/ [5] https://www.greytrix.com/blogs/sagex3/2016/06/02/how-to-cancel-payment-receipt/ [6] https://www.youtube.com/watch?v=sK_Nweng_Ug [7] https://www.linkedin.com/pulse/how-write-2000-word-how-to-post-elnel-andrew-roque [8] https://www.bcsprosoft.com/how-to-complete-a-back-ordered-purchase-order-in-sage-100/ [9] https://www.dwdtechgroup.com/resources/software-network-tips/sage-100-tips-mas-90-mas-200/ [10] https://blog.hubspot.com/marketing/how-to-start-a-blog