Cancelling a POIN

When a purchase order invoice (INV) is created in MyPortal/PS Purchasing, an identical POIN document is automatically created in IRIS Financials.

INV documents cannot be cancelled. Only the corresponding POIN document can be cancelled within IRIS Financials.

To cancel a POIN document in PS Accounting:

  1. Select OptionsDocument Enquiry from the main menu bar.

  2. The Selection Criteria prompt displays. Enter the applicable criteria to search for the POIN that needs to be cancelled and select OK.
  3. Right-click on the grey box to the left of the POIN header line and select Copy Document as shown in the following graphic:
  4. Select the Reverse Values box.
  5. Select your applicable Journal from the Document Type drop-down list.

  6. The Document Date and Document Period should match that of the POIN document as shown in the following graphic.

    If the period used on the original POIN is closed, then use the next applicable open period. If you are unsure which period to use, please speak to your system administrator.

    POIN_cancel4.png

  7. Select OK.

  8. The System Journal Input document displays. You do not need to make any amendments to the document. Press the F8 key on your keyboard to enter a comment on the document. This could be used to enter a reason for cancelling/reversing the document.
  9. Hold Shift and press F5 to post and allocate the document.

    The Account Enquiry window displays. The journal you have just posted will be highlighted green as it is in allocation mode.

  10. Left-click in the grey box to the left of the POIN document you have cancelled to highlight it green.
    POIN_cancel_allocate2.png

  11. Select Confirm to complete the allocation. This will ensure the documents do not appear on a paylist or aged creditors report.

    In order for the Confirm button to be available, the Nominal and Account must be the same on both lines. If they are different, you will not be able to allocate the two documents together.

    Both lines will disappear from the Account Enquiry when the allocation is complete. You can now close the Account Enquiry window.

Reasons why you cannot allocate your journal and POIN document together

If the POIN document does not appear in steps 10 and 11 in the previous section, it means the document is in use elsewhere. You will not be able to allocate the journal and POIN document if:

To check if a POIN is on a paylist:

  1. On the Document Enquiry screen, click the + button to expand the document to see the item detail lines.
    POIN_cancel_paylist1.png
  2. If the Pay List field has a paylist code in, it means the POIN is on a paylist and cannot be allocated. The document should be removed from the paylist if possible.

If the POIN document is already allocated, it may indicate it has been already cancelled or paid on a paylist. To check this:

  1. On the Document Enquiry screen, click the + button to expand the document to see the item detail lines.poin_allocated.png
  2. The previous graphic shows that the Status column has a P on the Purchase Ledger Control line. This indicates the line is already allocated.

  3. Right-click on the grey box against the corresponding detail line that has the P in the Status field and select Show Allocation.poin_allocated2.png
  4. The Account Enquiry window displays all documents allocated to the POIN. The previous graphic shows that the POIN is allocated to an LLGJ which would indicate it has already been cancelled.

In order to allocate two or more documents together, they must all have the same nominal and account. The following graphic shows POIN and LLGJ documents with different nominal codes. As the nominals are different, these two documents cannot be allocated together.

The nominal will need to be changed in order to be able to allocate the documents. Refer to Amending a Posted Document Using a Change Document for more information.