Delete a Purchase Order

The Purchase Orders creation and posting process follows a strict pathway through the systems of Cost Monitor and TEMPLA.

1.The PO is created

2.The PO is Requested - i.e. approval is requested by the Requesting Project Offficer

3.The PO is Approved by the Approving Officer

4.The PO is Posted by Accounts

5.The PO acquires a TEMPLA workbill number after posting.

A purchase order can be deleted at any point but the process of deletion must follow the steps above in reverse if they have been executed.

For example: A purchase order just created by the Project Officer and then not required, can be deleted quite simply by the right-click menu.

But the more a purchase order is moved along the steps of processing, the more the administrator needs to move the purchase process back before deletion is possible.

So for a purchase which has been created AND requested, but not yet approved, the PO must be un-requested or 'Toggle Requested' to remove the requested state and permit deletion.

Deletion after Posting

If a Purchase Order has been fully processed to the point where a Workbill number has been generated by TEMPLA and retrieved by Cost Monitor, then it is the responsibility of ACCOUNTS or DBADMIN, to:

•Remove the WorkBill Number from TEMPLA, (refer to TEMPLA help for this step) then

•'Clear the Workbill Number' in Cost Monitor.

These steps will then allow a purchase Order to be reversed from the POSTED state ('Toggle Posted'), back through the previous states.

Once the WorkBill is cleared, then Toggle Posted, Toggle Approved, Toggle Requested steps can be executed and finally the 'Delete' step can be executed for the Purchase Order right-click menu as above.