Cancels and Replaces Update

The UIUC Purchasing and Contract Management Office implemented a revised cancel and replace (C/R) procedure to accommodate the updates made in iBuy on December 1, 2023. Due to system constraints, the UIUC PCMO will no longer close purchase orders in iBuy. Effective immediately, departments will need to work directly with Payables to ensure the purchase order(s) are in good order to close (i.e., invoice status, etc.) and then submit a service request to have the purchase order(s) closed. Additional documentation or proof of the request to close the old purchase order for the C/R requisition will no longer be required. 

Departments should use the following best practices to ensure a smooth cancel and replace process:

1. Once the department realizes a purchase order should be replaced, it should immediately notify its supplier to stop invoicing against it. 
2. The department should work with Payables to remove any on-hold or incomplete/header invoices from the old purchase order. 
3. Once all invoices have been removed, the department should submit a service request to have the purchase order closed on the next feeder run.
4. Departments must submit their C/R requisition with the following information to avoid possible requisition returns:
   1. The external Notes & Attachments section should include “Cancels and replaces PXXXXXXX”.
   2. Any invoices that accompany the new purchase order. 
   3. An internal note outlining the reason behind the C/R requisition.

Contact
If there are any questions regarding the cancel and replace process, please contact urbanapurchasing@uillinois.edu.