Canceling a Purchase Order

Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up

Transactions Used: ME22N

Note: To cancel a purchase

order where no good receiving,
no invoicing, and no down
payments have taken place, use
this method to cancel the
purchase order line items.

The closure process applies to

the purchase order line. If you
want to cancel all the lines of a
multi-line purchase order, you
must do the steps for each line
separately.

01
Open transaction ME22N. If the
transaction doesn’t default to the
purchase order you want to
cancel, select Other Document
to navigate to the right purchase
order.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 1
Creation: 03/25/2016 Updated: New Document, N/A
Canceling a Purchase Order
Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up
Transactions Used: ME22N

02
The purchase order displays in
change mode.

03
Go to the Item Details. Use
Next Item to display the line
item(s) to be cancelled. Verify
that there is either no Purchase
Order History tab or that any
good receiving, invoicing, or
down payments have been
reversed. The quantity and
amount of the line item entries
should be zero.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 2
Creation: 03/25/2016 Updated: New Document, N/A
Canceling a Purchase Order
Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up
Transactions Used: ME22N

04
Select the first purchase order
line to be cancelled. Click the
Delete button (trash can).

05
The Delete Items screen pops
up. If this is the purchase order
line that you want to cancel,
click Yes. Otherwise, click No.

If you clicked Yes, the purchase

order line will now be cancelled.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 3
Creation: 03/25/2016 Updated: New Document, N/A
Canceling a Purchase Order
Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up
Transactions Used: ME22N

06
Repeat steps 04 and 05 to
cancel other purchase order
lines.

07
When you are done canceling
purchase order lines, click
Check to verify that there are no
errors to prevent saving the
changes.

08
Click Save to save the
changes to the purchase order.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 4
Creation: 03/25/2016 Updated: New Document, N/A
Canceling a Purchase Order
Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up
Transactions Used: ME22N

09
Check that the PO encumbrance
has been released.

Go to Environment, AC
Commitment Documents, select
the FM document. Repeat for
the CO document. If there is a
Grant document you should also
check it.

If all the purchase order lines

are cancelled the PO
encumbrance should be zero. If
not, the remaining encumbrance
will equal the value of the un-
cancelled purchase order lines.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 5
Creation: 03/25/2016 Updated: New Document, N/A
Canceling a Purchase Order
Module: MM // Process: Procure to Pay, Year End Purchase Order Clean Up
Transactions Used: ME22N

Note: If the purchase order is

cancelled during the same fiscal
year it was created then the PO
encumbrance is released back
to the purchase requisition.

Notify the requisitioner so that

they can cancel the requisition
line items to release the PR
encumbrance.

If the purchase order is

cancelled in a subsequent fiscal
year the PO encumbrance is
released directly to budget.

10

To display the purchase

requisition, double click the
Purchase Requisition.

Repeat step 09 to check for a

PR encumbrance.

Document Owner: Phillip Marchbanks, Sr SAP Business Analyst, FILO

PAGE 6
Creation: 03/25/2016 Updated: New Document, N/A