Cancel a Purchase Request

How to withdraw a submitted purchase request that is no longer needed, notifying all pending approvers and cascading the cancellation to any linked sourcing records.

Who can use this?

Available to the PR Requestor (creator), Admin, and Procurement Admin. Other roles do not see the Cancel PR button.

Open Purchase Requests

From the top navigation:

Go to Sourcing & Requests.
Click the PR tab.

You will see a list of all purchase requests in your organisation.

Tip: Use the Requestors filter to narrow down to your own PRs, or the PR Status filter to show only "Pending Approval" or "Pending Sourcing" records.

Step 1 – The Purchase Requests list, showing status and approver columns

Open the PR you want to cancel

Click the PR reference number (e.g. PR-260600000339) to open the detail page.

The Cancel PR button is in the top-right corner of the header card. It is only visible when:

The PR is in Pending or Pending Sourcing status, and
You are the requestor or an admin.

Note: If the PR is in Draft status, the system redirects you to the edit wizard instead. The Cancel PR button is not shown for Closed or already Cancelled PRs.

Step 2 – PR detail page. The red "Cancel PR" button is in the top-right corner of the header card.

Click Cancel PR

Click the Cancel PR button. A confirmation dialog appears, summarising the impact of the cancellation:

How many pending approvers will be notified.
Whether any linked sourcing requests or draft RFQs will also be cancelled.

Important: If the PR has an active RFQ that has already been sent to suppliers (status: Open or Closed), a blocker dialog appears instead. You must close or award those RFQs before the PR can be cancelled.

Step 3 – The confirmation dialog shows the impact summary and prompts for a reason.

Enter a cancellation reason

Type a clear reason for cancelling in the text field. For example, "Budget withdrawn" or "Duplicate request".

The reason is required: the Cancel PR confirm button stays disabled until you enter something.

Your reason is stored on the PR and visible to all approvers.

Tip: Be specific. A clear reason (e.g. "Q3 budget cut by finance on 9 Jul") saves approvers from having to follow up and provides an audit trail.

Step 4 – Enter a reason before the Cancel PR button becomes active.

Confirm the cancellation

Click the red Cancel PR button in the dialog to confirm. The page refreshes immediately:

The status badge changes to Cancelled (red).
The cancellation reason appears in the header card.
A success toast confirms the action.

All pending approvers receive an in-app notification.

Important: This action cannot be undone. Once a PR is cancelled, it cannot be reopened. If the need returns, a new purchase request must be created.

Step 5 – The PR is now Cancelled. The reason is shown in the header and a success toast confirms the action.