NextGen FSM
NextGen FSM
Breadcrumbs

Cancel a procurement request (overall cancellation of a PR)

Cancel Procurement Request: Functional Overview

The Cancel Procurement Request functionality allows an Operations Manager or Warehouse Clerk to stop the procurement process for all related materials at once by canceling the entire document at the header level.

This feature provides operational flexibility to halt procurement in its early stages. However, strict system rules prevent header-level cancellation once the document reaches the confirmation phase, ensuring that the system does not interrupt asynchronous communications (e.g., waiting for SAP reservation responses). In advanced or error states, cancellations are strictly handled at the individual position level.

Preconditions & Menu Availability

The availability of the "Cancel Procurement Request" menu option is dynamically evaluated by the system.

  • Always Allowed: The menu option is visible and enabled ONLY when the PR Header Status is Draft, Open or Authorization Pending. In these early stages, no external integration has started, and no reservation validation is required.

  • Not Allowed (Blocked): Header-level cancellation is strictly prohibited and the menu option is hidden/disabled in the following cases:

    • Confirmed Status: A PR in Confirmed status CANNOT be cancelled at the header level. Even if no reservation code is present yet, the system may be actively waiting for an asynchronous SAP response.

    • Sent with Errors: If the PR encounters integration issues, the header cannot be canceled.

    • Reservation Exists: Any PR where at least one position has received a material reservation code.

    • Other..

Alternative: Individual Position Cancellation

When header-level cancellation is blocked, the user must proceed with individual position cancellation. Specifically, if a PR is in the Sent with Errors status, the user is allowed to cancel single items individually, provided those specific positions are in To Review or Tech Error statuses.

Execution & System Behavior (For Draft/Open)

When header cancellation is permitted (Draft or Open) and the user confirms the action, the system executes an automated sequence to guarantee complete alignment:

  1. Step 1 – Position Update: The system iterates through the document and updates the Status of every individual position within the PR to Canceled.

  2. Step 2 – Status Re-evaluation: Once all positions are updated, the system automatically triggers the status re-evaluation algorithm.

  3. Step 3 – Header Status Update: Because all underlying positions are now canceled, the system automatically sets the overall PR Header Status to Canceled.

Note:

If there is only one single position within the PR and this is cancelled, the whole PR passes to cancelled although its status was different than Draft or Open.