Quick Reference Guide

Cancel a Partially Dispatched Requisition Line

Revised November 20, 2017

Cancel a Partially Dispatched Requisition Line

After creating and processing a requisition, an agency may decide they no longer need part of the requisition. They want to release the pre-encumbrance balance on some of the lines back into the budget, but they don’t want to cancel the entire requisition. You can cancel a requisition lineif you no longer need it.

There are limits to when you can cancel a requisition line. You cannot cancel a requisition line if it is tied to another document, such as a purchase order, sourcing event or Inventory Material Stock Request.

NOTE: If the Requisition Statusis “Partially Dispatched”, this means that your agency created a purchase order from a requisition. Your agency did not use all of the requisition lines on the associated lines. In this case, you may need to cancel the unused requisition lines to release pre-encumbered funds.

This guide refers to cancel unwanted requisition lines on a multiple line requisition. It lists the steps to cancel a requisition line. It does not discuss the details about creating and processing the requisition based on its document type.

For more information about requisitions, refer to the ePro SWIFT Reference Guides:

Steps to cancel a requisition line.

  • Step 1: Access the Requisition.
  • Step 2: Cancel the Requisition Line.

Step 1: Access the Requisition

  • Navigation: eProcurement, Manage Requisitions
  • On the Manage Requisitions page, enter search criteria to locate the requisition.
  • Enter the Business Unit (BU).
  • Enter Requisition ID, if known.
  • Set Request Status to “All but Complete” or blank.
  • Click Search.

Step 2: Cancel the Requisition Line.

  • SWIFT opens up the Requisitions section. Click the Expand Section icon (far left of the line).

  • SWIFT opens up the Line Information section. Click the Cancel icon (Red X) on the line you wish to cancel.

  • If the line is eligible to be cancelled (not tied to another document), SWIFT brings up a message to confirm you want to cancel the requisition line. Click OK.

Verify that SWIFT cancelled the line.

  • Scroll to the top of the page.
  • Refresh the page by clicking the Search button again.
  • Click the Expand Section icon again (far left of the line).

  • The Status of the line is now “Canceled”.

Budget check the requisition.

  • The Budget Status is “Not Chk’d”.
  • On the Select Action dropdown menu,select “Check Budget”. Click Go.
  • Verify the Budget Statusis now “Valid”.

SWIFT relieved the pre-encumbrance amount for the cancelled line. If the Budget Status is in error, resolve it and rebudget check it. Then, SWIFT can release the pre-encumbrance.

You have successfully canceled a line of a partially dispatched requisition.

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