We should be doing regular clear outs of purchase orders to ensure orders in the system are all active and to ensure no customers are being reserved on POs that will be potentially not be supplied
Before beginning any cancellation ticket, flag the request with your manager. In the manager's absence, flag it with your TL. They will approve whether you can continue on the below steps or if other actions need to be taken.
Have an understanding of why we are zeroing out these orders. eg Have these units been discontinued ? If so, ensure the appropriate departments are aware that these POs will not exist so they can act accordingly.
Do not cancel a PO (or alter their quantities) unless you have it in writing from the supplier that the PO will not be filled. If the request for cancellation has come from someone within the business, you must forward the information to the supplier and get them to confirm the cancellation before you take any further steps.
Do NOT zero out a line that has a confirmed receipt date without the supplier confirming they will not attempt the delivery.
Always check the PCC to see if there are any active bookings. If there are, you must notify the supplier to cancel these bookings before you can zero out the line on the PO.
If you are going to be placing orders to replace the orders you are cancelling (eg when the PRMs negotiate a better price), ensure you send the list of cancelled POs to the supplier and ensure they confirm the POs have been cancelled on their system BEFORE you place a new order for them. If the supplier is unresponsive, escalate this to your TL or Manager.
Using the CANCEL EDI button [big red X] will cancel the entire order -only do this if we are cancelling the entire order
If we are cancelling specific lines on the PO - Open the order and adjust the qty on the line as normal
If you cannot open the EDI order then email the below staff to have it unlocked. Email viktoria.lein@winning.com.au and angeline.soo@winning.com.au