PO Cancellation Approval Utility

PO Cancellation Approval Utility

Step 1: Initiating the PO Cancellation Approval Utility

  1. Log in to POMS Application.
  2. Navigate to PO Document.
  3. Go to Parts > Procurement > Part Purchase Order TVS.
  4. The system will open the Purchase Order Document.



Step 2: Entering Cancellation Reason


Once the purchase order is opened in the system, you need to enter a valid reason for the cancellation. This reason must be logged for record-keeping and approval purposes. A few examples of cancellation reasons could include:
  1. Change in business needs (e.g., the purchased items are no longer needed)
  2. Delivery delays (e.g., unable to meet the expected delivery timelines)


To enter the cancellation reason:
Look for the field labeled something like Cancellation Reason or Cancel Reason (Mandatory To proceed for cancellation).
Select or type in the appropriate reason based on the context.
Click on "Submitted for Cancel" and Save the Document.
  1. After entering the reason for cancellation, you need to submit the cancellation request for approval. To do this, click the button or option that says Submitted for Cancel. This will flag the purchase order for cancellation and initiate the approval workflow.
  1. You will then be required to Save the Document to confirm that the cancellation request has been submitted.


Step 3: Proceed for PO Cancellation Utility.


Navigate to PO Cancellation Approval Utility:
  • Access the PO Cancellation Approval Utility by following the menu path:
Parts > Planning > Procurement > PO Cancellation Approval Utility.





Step 4: Apply Filter to get data.

  • On the PO Cancellation Approval Utility screen, apply the following filters to drop down the list of Purchase Orders for cancellation:
    • Zone: Select the zone for which PO cancellations need to be reviewed.
    • State: Select the state.
    • Company: Select the relevant company.
  • After applying the filters, click on the Generate button to retrieve the filtered PO cancellation data.



    • Step 5: Proceed for Area Head & Zonal Head Action.



    Area Head Action:


    1. Once the PO cancellation data is generated, the Area Head reviews the request for cancellation.
     2. Area Head must approve or reject the cancellation request within 48 hours.
    3.  If Area Head action is not taken within 48 hours, the request will be auto-reject.

    Zonal Head Action:

    1. After Area Head action (approval or rejection), the Zonal Manager must review the request for cancellation.
    2. Zonal Manager must approve or reject the request within 120 hours (including Sundays).
    3. If Zonal Manager action is not taken within the specified time frame, the request will be auto-reject.
    4. Zonal Manager’s approval or rejection will trigger the next step, where the PO cancellation data is forwarded to the SAP system.



    Info
    Additional Notes
    • Confirmation is mandatory to integrate the PO cancellation into SAP.
    • The PO cancellation process will not be complete until it has been integrated into SAP.
    • Dealer PO Cancel > Area Head Action > Zonal Head Action: All actions and approvals should follow the specified sequence.
    • Auto-Approval:
      • If the Area Head does not approve within 48 hours, the request is auto-reject.
      • If the Zonal Head does not approve within 120 hours, the request is auto-reject.




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