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AggieBuy: Change to Void Order Process

As of April 18, 2019, requests to VOID a KFS Purchase Order associated with an AggieBuy order are processed by the AggieBuy Help Desk.

Previously, any KFS user with a KFS Purchasing User role could void any uninvoiced Purchase Order in KFS using the VOID ORDER button.  Clicking this button voids the order, removing any associated encumbrances.  The VOID ORDER action is permanent.  Once a KFS Purchase Order is voided, it cannot be un-voided.


What’s Changed?

The change restricts the ability to use the VOID ORDER button on Purchase Orders created for AggieBuy orders. This functionality is no longer available to KFS users as of 4/18/19.

 

  • A request to VOID a KFS Purchase Order associated with an AggieBuy order will need to be made to the AggieBuy Help Desk at ab-help@ucdavis.edu.  The request should include documentation from the applicable supplier that no part of the order will be fulfilled.  Requests submitted without proof of order cancellation will not be considered for orders placed within the last 60 days. If any part of an order has been received, it should not be voided.

Why the Change?

This change is to mitigate the issue where KFS Purchase Orders are voided, only to have an order later fulfilled by an AggieBuy supplier.  Voiding an order should ONLY be done if the supplier is unable to fulfill ANY part of the order and has communicated this information to the department in writing.  

Suppliers have various order fulfillment schedules, depending on the complexity of the order; an order that includes custom-built items will generally take longer to fulfill than one that contains only “off-the-shelf” items. 

Departments sometimes inadvertently VOID a Purchase Order not realizing that the order is being fulfilled by the supplier, but that it is taking longer than they had originally anticipated.   An inappropriate order VOID creates accounting, audit, and documentation issues. 


What Hasn't Changed?

  • This change does NOT impact KFS Purchase Orders created as a result of the manual creation of a Requisition in KFS.  The ability to use the VOID ORDER button will remain “as is” for those orders.
  • This change also does NOT impact the ability to use the CLOSE ORDER button on a KFS Purchase Order.  The CLOSE ORDER button appears when some payment activity has already occurred on a Purchase Order and is used to close an order where the remaining items on the order are not going to be fulfilled by the supplier.  Unlike the VOID ORDER functionality, however, it is possible to Re-open a CLOSED order by clicking on the OPEN ORDER button.

 

Questions? Contact the AggieBuy Help Desk at ab-help@ucdavis.edu.