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 potentially will 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.
Regardless of who the request has come from, ensure you always contact the supplier first to provide them with the list of POs. Do not zero anything out until the supplier responds to confirm that the items are cancelled on their side.
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 zero out any lines (or alter their quantities) unless you have it in writing from the supplier that the line will not be filled. If the request for cancellation has come from someone else 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 zeroing out (eg when the PRMs negotiate a better price), ensure you send the list of the POs with the lines zeroed to the supplier and ensure they reply that the relevant lines 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.
Check the orders you are zeroing out that there are no customers reserved - if there are alert the order fulfilment team leader of the change.
Search and open the SKU in NAV under “Items”
Click on the number next to “Qty. on Purch. Order:”
Enter the associated PO numbers separated by | if more than one in the filter, with “Document No.” selected from dropdown
Filter the search results by “No.” (SKU) and “Outstanding Quantity” (>0)
Select a PO and click the “Show Document” button
Open the PO and go to the line with the SKU and put 0 for quantity
Release the PO
If the supplier is not aware email them to advise we are cancelling their orders so they do not arrange for stock to be delivered to our DCs . Samsung must be notified via cancellation@samsung.com