# 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.

URL: https://www.procureflow.ai/docs/purchase-request/cancel-pr



<Callout type="info" title="Who can use this?">
  Available to the <GuideRole>PR Requestor</GuideRole> (creator), <GuideRole>Admin</GuideRole>, and <GuideRole>Procurement Admin</GuideRole>. Other roles do not see the Cancel PR button.
</Callout>

<Steps>
  <Step>
    Open Purchase Requests [#open-purchase-requests]

    From the top navigation:

    1. Go to **Sourcing & Requests**.
    2. Click the **PR** tab.

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

    <GuideTip>
      **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.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-request/cancel-pr/01.png" alt="Step 1 – The Purchase Requests list, showing status and approver columns" caption="Step 1 – The Purchase Requests list, showing status and approver columns" />
  </Step>

  <Step>
    Open the PR you want to cancel [#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.

    <GuideNote>
      **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.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-request/cancel-pr/02.png" alt="Step 2 – PR detail page. The red &#x22;Cancel PR&#x22; button is in the top-right corner of the header card." caption="Step 2 – PR detail page. The red &#x22;Cancel PR&#x22; button is in the top-right corner of the header card." />
  </Step>

  <Step>
    Click Cancel PR [#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.

    <GuideWarning>
      **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.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/purchase-request/cancel-pr/03.png" alt="Step 3 – The confirmation dialog shows the impact summary and prompts for a reason." caption="Step 3 – The confirmation dialog shows the impact summary and prompts for a reason." />
  </Step>

  <Step>
    Enter a cancellation 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.

    <GuideTip>
      **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.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-request/cancel-pr/04.png" alt="Step 4 – Enter a reason before the Cancel PR button becomes active." caption="Step 4 – Enter a reason before the Cancel PR button becomes active." />
  </Step>

  <Step>
    Confirm the cancellation [#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.

    <GuideWarning>
      **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.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/purchase-request/cancel-pr/05.png" alt="Step 5 – The PR is now Cancelled. The reason is shown in the header and a success toast confirms the action." caption="Step 5 – The PR is now Cancelled. The reason is shown in the header and a success toast confirms the action." />
  </Step>
</Steps>