In this guide, we show How to Use the Cancel Document option in MAT Finance.
This feature allows you to Cancel a Purchase Order that is no longer required, while maintaining a full audit trail. There is no need to rely on write-offs or end-of-year routines.
Access: The minimum permissions required to Cancel a Purchase Order are found in the Finance Module section of Config > Setup > Roles & Permissions > Finance > Procurement.
Related Guides:
To begin, from the left Menu, go to Finance > Procurement > Search/Authorise.
Locate the Purchase Order to cancel and open it. All Posted and Unposted Purchase Orders have a Cancel Document option. This option is unavailable if the Purchase Order is Invoiced, Delivered or Fully Written Off. Click Cancel Document to continue.
A Confirmation pop up appears, requesting a reason for the Cancellation. Enter a reason and confirm the Cancellation.
Once the Purchase Order has been cancelled a Confirmation message is displayed in the top right of the screen.
The Inv Qty Due is set to 0, and Cancel Document and Write Off are greyed out.
The status updates to Cancelled on list screen, Site Enquiry and Manual Enquiry.
Reporting and Audit Behaviour
When a Purchase Order is cancelled, it is not deleted. It remains visible for audit purposes.
Cancelled Purchase Orders are not shown in reports showing Purchase Order values:
- Budget Holder Report
- Budget Projections Report
- Management Accounts Report
- Purchase Order to Purchase Invoice Variation Report
For the Cost Centre and Ledger Code Transaction Report:
- Cancelled and Written-Off entries appear on separate rows
- Rows appear as negative values
- Cancelled rows add Cancelled to the Detail
- Status column displays Cancelled
