​These instructions apply to purchasers, but an approver may see these options depending on how the administrator has set up the users.

Clear a Purchase Order

If purchase order numbers are set up to be automatically assigned, but the number has not yet been assigned (i.e., the purchase order has not been ordered), the purchaser can Clear the purchase order. The line items will be available for a new purchase order. The assigned tracking number will not be reused.

Select the purchase order on the PO Status screen. Then on the PO screen, click Clear.

• There will not be an option to clear a PO with a manually entered number because a manually entered number is required before you can save a PO. However, you can void it - see below.

Figure 1 - Clear the purchase order

Void a Purchase Order

A purchaser can void a purchase order before or after it has been ordered, but not if any items have been received. If some items have been received and you want to close out the purchase order, you can reject, cancel, or remove the line items not received.

Voiding the purchase order puts the requested items back on the PO screen. Then a purchaser can add them to a new PO, reject them back to the requester, or cancel them. The voided purchase order number cannot be used again.

Select the purchase order on the PO Status screen. Then on the PO screen, click Void PO.

Figure 2 - Void PO

Encumbered items

If the purchase order has been approved and ordered and then is voided, the application will send a TC225 for each item that has been encumbered. For these items, if the MOD field is blank, STARS will treat it as a

'partial', just as if the user had entered a P. If you enter an “F”, STARS will finalize it.