Void/Retract a Purchase Order

Void/Retract a Purchase Order

Line items from Purchase Orders can be retracted and moved to the Generate Purchase Orders page, where the employee who submitted them can edit and resubmit them to the vendor. Employees will always have access to retract their own line items; Void Transactions permissions can be given to retract others'. 

This article will show you, an Accounts Payable Employee, how to void or retract a purchase order.

Retracting a Purchase Order

Line items cannot be retracted if the Purchase Order has been placed via Print, Fax, Email, and Punchout.

  1. On the Home page, select the Configurations tab.  

    Configuration with Configurations tab selected.

  2. From the Configurations page, select the Manage Transactions tile.

    Configuration showing Manage Transactions.

  3. This is the Manage Transactions screen. Search for a Purchase Order using the fields provided, then click the Search button. 

    Manage Transactions Purchase Orders search form with Search button highlighted.

    Search for a Purchase Order using the following fields:

    • Purchase Order Number: The purchase order number.
    • Vendor: The vendor you placed the purchase order with.
    • Product Description/SKU: Describe one of the products on the purchase order, or the SKU number.
    • Amount: Enter a range of the total cost of the item(s) in the purchase order.
    • Date Range: Enter a date range for when the purchase order was created.
  4. The search results that matched your search will appear under Matching Purchase Order. To retract a purchase order, click Retract.

    Matching Purchase Orders results with Retract action.

  5. This is the Retract Purchase Order screen. Click the checkboxes to the left of the line items to select them to retract.

    Retract Purchase Order line item checkboxes.

  6. Enter a comment. Comments are required.

    Required retract comment field on Retract Purchase Order.

  7. Click Retract Purchase Order. A confirmation will appear at the top of the screen that the transaction has been successfully processed.

    Confirmation after Retract Purchase Order succeeds.

  8. The Purchase Order will appear on the Generate Purchase Orders page. You can open, edit, and place this retracted Purchase Order with the vendor again.

Voiding A Purchase Order

Line items cannot be voided if they've already been invoiced.

  1. From the Manage Transactions screen, search for your Purchase Order using the fields provided.

    Emburse Professional AP showing Manage Transactions, Purchase Order.

  2. The Purchase Orders that matched your search criteria will appear under Matching Purchase Orders. To Void a purchase order, click Void.

    Voiding A Purchase Order showing Matching Purchase Orders and Void.

  3. You'll be brought to the Void Purchase Order screen. Click the checkbox next to the items you'd like to void.

    Void Purchase Order line item checkboxes selected.

  4. Comments are required when voiding a purchase order. Enter comments here.

    Comments are required when voiding a purchase order. Enter comments here.

  5. Click Void Purchase Order. You'll get a confirmation at the top of the screen that the transaction has been successfully processed.

    Emburse Professional AP showing Void Purchase Order.

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