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1. Introduction
This guide clarifies the policies and limitations regarding purchase order deletion within SCView. Understanding how SCView handles PO records versus USAS deletions is essential for proper purchase order lifecycle management. This FAQ will help you navigate PO archival processes, understand why deletion isn't possible, and learn how to handle scenarios involving deleted or replaced purchase orders.
2. FAQ
Q: Can I delete a purchase order in SCView?
A: No, SCView does not allow users to delete purchase orders. Once a PO has been created and pulled into SCView, it cannot be cancelled or deleted through the SCView interface.
Q: What happens if I delete a PO in USAS? Will it also be removed from SCView?
A: No, even if a purchase order is deleted on the USAS side, it will continue to exist in SCView as an archive record. This maintains a complete historical record of what happened with that specific PO number.
Q: Why does SCView keep deleted POs as archive records?
A: SCView maintains these records to preserve audit trails and historical data. This archival system ensures that all purchase order activity is documented for compliance, reporting, and historical reference purposes, even after the PO has been removed from the active USAS system.
Q: What if I need to convert a different requisition under the same PO number that was previously used?
A: If you decide to convert a different requisition using the same PO number, you can use the "Refresh PO from USAS" function located in the Purchase Order manager. This will pull the new PO image into the system while maintaining the archive record of the previous PO.
Q: How do I refresh a PO to get the new information after converting a different requisition?
A: Navigate to the Purchase Order manager, locate the PO number in question, and click the "Refresh PO from USAS" button. This will update SCView with the new purchase order information associated with that PO number.
Q: Will refreshing a PO remove the archived information?
A: The refresh function will update the active PO view with new information, but SCView maintains historical records. The exact archival behavior may depend on your system configuration and organizational policies.
Q: Can I hide or archive old PO records manually?
A: SCView handles archival automatically. Users cannot manually delete or hide PO records. The system is designed to maintain complete historical data for audit and compliance purposes.
Q: What should I do if I have an unwanted or erroneous PO?
A: Since deletion isn't possible in SCView, you should address the issue in USAS first (if the PO is still active there) and then work with your system administrator to understand how your organization handles such situations within your workflow processes.
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