Signed-off-by: Christine Burns <christine.burns@bc.libraries.coop>
[sitka/doc/acquisitions.git] / acq / acq-cancel-suspend.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-cancel-suspend">\r
4 <info>\r
5 <title>Cancel/Suspend Acquisitions</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>You can cancel entire purchase orders, line items on a purchase order, and individual copies that are attached to a line item.</para>\r
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17<para>Certain cancel reasons are used to suspend purchase orders. These cancel reasons are set to keep the debits when the purchase order is cancelled. For \r
18example, a cancel reason such as Publication Postponed, for which debits are kept, indicates that the item will still be purchased when published. The funds\r
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19remain encumbered for the purchases while the purchase order, line item, or copy has the status of cancelled.</para>\r
20\r
21<note><para>If a hold has been placed for an item that is subsequently cancelled through acquisitions, the system will cancel the hold. The cancelled hold will appear\r
22in the patron's account under cancelled holds as a staff forced hold.</para></note></abstract>\r
23 \r
24\r
25 </info>\r
26\r
27\r
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28 <section xml:id="purchase-order-cansup">\r
29 <title>Cancelling and Suspending Purchase Orders</title>\r
bc081e96 30 <para>You can cancel or suspend purchase orders where all line items are in a state of on-order.</para>\r
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31\r
32<para><link linkend="purchase-order-cancel">Cancel a Purchase Order</link></para>\r
33<para><link linkend="purchase-order-suspend">Suspend a Purchase Order</link></para>\r
34\r
35<simplesect xml:id="purchase-order-cancel">\r
36<title>Cancel a Purchase Order</title>\r
37\r
38<procedure>\r
39<step>\r
6ceb49be 40<para>Open a purchase order.</para>\r
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41</step>\r
42\r
43<step>\r
44<informalfigure>\r
45<para>Click <guibutton>Cancel order</guibutton>.</para>\r
46<para><mediaobject>\r
47<alt>screenshot of cancel order</alt>\r
48\r
49<imageobject>\r
50<imagedata fileref="media/purchase-order-cancel-1.png" scalefit="0"></imagedata>\r
51</imageobject>\r
52</mediaobject></para>\r
53</informalfigure>\r
54</step>\r
55\r
56<step>\r
57<informalfigure>\r
fc29a4f3 58<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
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59<para><mediaobject>\r
60<alt>screenshot of cancel order</alt>\r
61\r
62<imageobject>\r
63<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
64</imageobject>\r
65</mediaobject></para>\r
66</informalfigure>\r
67</step>\r
68\r
69<step>\r
70<informalfigure>\r
71<para>Click <guibutton>Cancel order</guibutton>.</para>\r
72<para><mediaobject>\r
73<alt>screenshot of cancel order</alt>\r
74\r
75<imageobject>\r
76<imagedata fileref="media/purchase-order-cancel-3.png" scalefit="0"></imagedata>\r
77</imageobject>\r
78</mediaobject></para>\r
79</informalfigure>\r
80</step>\r
81\r
82<step>\r
83<informalfigure>\r
84<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
85<para><mediaobject>\r
86<alt>screenshot of cancel order</alt>\r
87\r
88<imageobject>\r
89<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
90</imageobject>\r
91</mediaobject></para>\r
92</informalfigure>\r
93</step>\r
94\r
95<step>\r
96<informalfigure>\r
97<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
98<para>The funds no longer show as encumbered for the purchase order.</para>\r
99<para><mediaobject>\r
100<alt>screenshot of cancel order</alt>\r
101\r
102<imageobject>\r
103<imagedata fileref="media/purchase-order-cancel-5.png" scalefit="0"></imagedata>\r
104</imageobject>\r
105</mediaobject></para>\r
106</informalfigure>\r
107</step>\r
108</procedure>\r
109\r
110</simplesect>\r
111\r
112<simplesect xml:id="purchase-order-suspend">\r
113<title>Suspend a Purchase Order</title>\r
114\r
115<procedure>\r
116<step>\r
6ceb49be 117<para>Open a purchase order.</para>\r
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118</step>\r
119\r
120<step>\r
121<informalfigure>\r
122<para>Click <guibutton>Cancel order</guibutton>.</para>\r
123<para><mediaobject>\r
124<alt>screenshot of cancel order</alt>\r
125\r
126<imageobject>\r
127<imagedata fileref="media/purchase-order-suspend-1.png" scalefit="0"></imagedata>\r
128</imageobject>\r
129</mediaobject></para>\r
130</informalfigure>\r
131</step>\r
132\r
133<step>\r
134<informalfigure>\r
fc29a4f3 135<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link> for which debits are kept.</para>\r
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136<para><mediaobject>\r
137<alt>screenshot of cancel order</alt>\r
138\r
139<imageobject>\r
140<imagedata fileref="media/purchase-order-cancel-2.png" scalefit="0"></imagedata>\r
141</imageobject>\r
142</mediaobject></para>\r
143</informalfigure>\r
144</step>\r
145\r
146<step>\r
147<informalfigure>\r
148<para>Click <guibutton>Cancel order</guibutton>.</para>\r
149<para><mediaobject>\r
150<alt>screenshot of cancel order</alt>\r
151\r
152<imageobject>\r
153<imagedata fileref="media/purchase-order-suspend-2.png" scalefit="0"></imagedata>\r
154</imageobject>\r
155</mediaobject></para>\r
156</informalfigure>\r
157</step>\r
158\r
159<step>\r
160<informalfigure>\r
161<para>A pop up will appear asking you to confirm that you wish to cancel the purchase order. Click <guibutton>OK</guibutton>.</para>\r
162<para><mediaobject>\r
163<alt>screenshot of cancel order</alt>\r
164\r
165<imageobject>\r
166<imagedata fileref="media/purchase-order-cancel-4.png" scalefit="0"></imagedata>\r
167</imageobject>\r
168</mediaobject></para>\r
169</informalfigure>\r
170</step>\r
171\r
172<step>\r
173<informalfigure>\r
174<para>The status of the purchase order becomes <guilabel>cancelled</guilabel> and all the line item bars change to white.</para>\r
175<para>Because the purchase order has been suspended rather than cancelled, the funds are still encumbered.</para>\r
176<para><mediaobject>\r
177<alt>screenshot of cancel order</alt>\r
178\r
179<imageobject>\r
180<imagedata fileref="media/purchase-order-suspend-3.png" scalefit="0"></imagedata>\r
181</imageobject>\r
182</mediaobject></para>\r
183</informalfigure>\r
184</step>\r
185\r
186<step>\r
6ceb49be 187<para>A suspended purchase order is resolved when all items on a purchase order arrive and are received.</para>\r
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188</step>\r
189</procedure>\r
190\r
191</simplesect>\r
192\r
193</section>\r
194\r
195\r
196<section xml:id="line-item-cansup">\r
197<title>Cancelling and Suspending Line Items</title>\r
fc29a4f3 198<para>You can cancel or suspend line items that are in a state of on-order.</para>\r
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199\r
200<para><link linkend="line-item-cancel">Cancel a Line Item</link></para>\r
201<para><link linkend="line-item-suspend">Suspend a Line Item</link></para>\r
202\r
a4c030e5 203<simplesect xml:id="line-item-cancel">\r
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204<title>Cancel a Line Item</title>\r
205\r
206<procedure>\r
207<step>\r
6ceb49be 208<para>Open a purchase order.</para>\r
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209</step>\r
210\r
211<step>\r
212<informalfigure>\r
213<para>Check the box(es) of the line item(s) you wish to cancel.</para>\r
214<para><mediaobject>\r
215<alt>screenshot of cancelling</alt>\r
216\r
217<imageobject>\r
218<imagedata fileref="media/cancel-lineitem-1.png" scalefit="0"></imagedata>\r
219</imageobject>\r
220</mediaobject></para>\r
221</informalfigure>\r
222</step>\r
223\r
224<step>\r
225<informalfigure>\r
226<para>Using the main <guilabel>Actions</guilabel> menu, select \r
227<menuchoice><guimenu>Actions</guimenu><guimenuitem>Cancel Selected Lineitems</guimenuitem></menuchoice>.</para>\r
228<para><mediaobject>\r
229<alt>screenshot of cancelling</alt>\r
230\r
231<imageobject>\r
232<imagedata fileref="media/cancel-lineitem-2.png" scalefit="0"></imagedata>\r
233</imageobject>\r
234</mediaobject></para>\r
235</informalfigure>\r
236</step>\r
237\r
238<step>\r
239<informalfigure>\r
fc29a4f3 240<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
6ceb49be 241<tip><para>If line items are being cancelled for different reasons they will need to be cancelled separately so different cancel reasons can be used.</para></tip>\r
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242<para><mediaobject>\r
243<alt>screenshot of cancelling</alt>\r
244\r
245<imageobject>\r
246<imagedata fileref="media/cancel-lineitem-3.png" scalefit="0"></imagedata>\r
247</imageobject>\r
248</mediaobject></para>\r
249</informalfigure>\r
250</step>\r
251\r
252<step>\r
253<informalfigure>\r
254<para>Click <guibutton>Cancel Line Items</guibutton>.</para>\r
255<para><mediaobject>\r
256<alt>screenshot of cancelling</alt>\r
257\r
258<imageobject>\r
259<imagedata fileref="media/cancel-lineitem-4.png" scalefit="0"></imagedata>\r
260</imageobject>\r
261</mediaobject></para>\r
262</informalfigure>\r
263</step>\r
264\r
265<step>\r
266<informalfigure>\r
267<para>A pop up will appear asking you to confirm that you wish to cancel the line item. Click <guibutton>OK</guibutton>.</para>\r
268<para><mediaobject>\r
269<alt>screenshot of cancelling</alt>\r
270\r
271<imageobject>\r
272<imagedata fileref="media/cancel-lineitem-5.png" scalefit="0"></imagedata>\r
273</imageobject>\r
274</mediaobject></para>\r
275</informalfigure>\r
276</step>\r
277\r
278<step>\r
279<informalfigure>\r
280<para>The line item will change to white and the status will update to <guilabel>cancelled</guilabel>.</para>\r
281<para>The funds for the particular line item will no longer be encumbered.</para>\r
282<para><mediaobject>\r
283<alt>screenshot of cancelling</alt>\r
284\r
285<imageobject>\r
286<imagedata fileref="media/cancel-lineitem-6.png" scalefit="0"></imagedata>\r
287</imageobject>\r
288</mediaobject></para>\r
289</informalfigure>\r
290</step>\r
291</procedure>\r
292\r
293</simplesect>\r
294\r
a4c030e5 295<simplesect xml:id="line-item-suspend">\r
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296<title>Suspend a Line Item</title>\r
297\r
298<procedure>\r
299<step>\r
6ceb49be 300<para>Open a purchase order.</para>\r
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301</step>\r
302\r
303<step>\r
304<informalfigure>\r
305<para>Check the box(es) of the line item(s) you wish to suspend.</para>\r
306<para><mediaobject>\r
307<alt>screenshot of cancelling</alt>\r
308\r
309<imageobject>\r
fc29a4f3 310<imagedata fileref="media/suspend-lineitem-1.png" scalefit="0"></imagedata>\r
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311</imageobject>\r
312</mediaobject></para>\r
313</informalfigure>\r
314</step>\r
315\r
316<step>\r
317<informalfigure>\r
318<para>Using the main <guilabel>Actions</guilabel> menu, select \r
319<menuchoice><guimenu>Actions</guimenu><guimenuitem>Cancel Selected Lineitems</guimenuitem></menuchoice>.</para>\r
320<para><mediaobject>\r
321<alt>screenshot of cancelling</alt>\r
322\r
323<imageobject>\r
324<imagedata fileref="media/cancel-lineitem-2.png" scalefit="0"></imagedata>\r
325</imageobject>\r
326</mediaobject></para>\r
327</informalfigure>\r
328</step>\r
329\r
330<step>\r
331<informalfigure>\r
fc29a4f3 332<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link> for which debits are kept.</para>\r
6ceb49be 333<tip><para>If line items are being suspended for different reasons they will need to be suspended separately so different cancel reasons can be used.</para></tip>\r
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334<para><mediaobject>\r
335<alt>screenshot of cancelling</alt>\r
336\r
337<imageobject>\r
338<imagedata fileref="media/cancel-lineitem-3.png" scalefit="0"></imagedata>\r
339</imageobject>\r
340</mediaobject></para>\r
341</informalfigure>\r
342</step>\r
343\r
344<step>\r
345<informalfigure>\r
346<para>Click <guibutton>Cancel Line Items</guibutton>.</para>\r
347<para><mediaobject>\r
348<alt>screenshot of cancelling</alt>\r
349\r
350<imageobject>\r
fc29a4f3 351<imagedata fileref="media/suspend-lineitem-2.png" scalefit="0"></imagedata>\r
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352</imageobject>\r
353</mediaobject></para>\r
354</informalfigure>\r
355</step>\r
356\r
357<step>\r
358<informalfigure>\r
359<para>A pop up will appear asking you to confirm that you wish to cancel the line item. Click <guibutton>OK</guibutton>.</para>\r
360<para><mediaobject>\r
361<alt>screenshot of cancelling</alt>\r
362\r
363<imageobject>\r
364<imagedata fileref="media/cancel-lineitem-5.png" scalefit="0"></imagedata>\r
365</imageobject>\r
366</mediaobject></para>\r
367</informalfigure>\r
368</step>\r
369\r
370<step>\r
371<informalfigure>\r
372<para>The line item will change to white and the status will update to <guilabel>cancelled</guilabel>.</para>\r
373<para>Because the line item has been suspended rather than cancelled, the funds for the line item are still encumbered.</para>\r
374<para><mediaobject>\r
375<alt>screenshot of cancelling</alt>\r
376\r
377<imageobject>\r
fc29a4f3 378<imagedata fileref="media/suspend-lineitem-3.png" scalefit="0"></imagedata>\r
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379</imageobject>\r
380</mediaobject></para>\r
381</informalfigure>\r
382</step>\r
383\r
384<step>\r
385<para>A suspended line item is resolved when all copies of the item arrive and are received.</para>\r
386</step>\r
387\r
388</procedure>\r
389\r
390</simplesect>\r
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391</section>\r
392\r
393\r
394 <section xml:id="copies-cansup">\r
395 <title>Cancelling and Suspending Copies</title>\r
fc29a4f3 396 <para>You can cancel or suspend copies that are in a state of on-order.</para>\r
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397\r
398<para><link linkend="copies-cancel">Cancel a Copy</link></para>\r
399<para><link linkend="copies-suspend">Suspend a Copy</link></para>\r
400\r
401<simplesect xml:id="copies-cancel">\r
402<title>Cancel a Copy</title>\r
403\r
404<procedure>\r
405<step>\r
6ceb49be 406<para>Open a purchase order.</para>\r
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407</step>\r
408\r
409<step>\r
410<informalfigure>\r
411<para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to cancel.</para>\r
412<para><mediaobject>\r
413<alt>screenshot of cancelling</alt>\r
414\r
415<imageobject>\r
416<imagedata fileref="media/copies-cancel-1.png" scalefit="0"></imagedata>\r
417</imageobject>\r
418</mediaobject></para>\r
419</informalfigure>\r
420</step>\r
421\r
422<step>\r
423<informalfigure>\r
6ceb49be 424<para>Click the <guilabel>Cancel</guilabel> link adjacent to the copy you wish to cancel. Copies must be cancelled individually.</para>\r
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425<para><mediaobject>\r
426<alt>screenshot of cancelling</alt>\r
427\r
428<imageobject>\r
429<imagedata fileref="media/copies-cancel-2.png" scalefit="0"></imagedata>\r
430</imageobject>\r
431</mediaobject></para>\r
432</informalfigure>\r
433</step>\r
434\r
435<step>\r
436<informalfigure>\r
fc29a4f3 437<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link>.</para>\r
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438<para><mediaobject>\r
439<alt>screenshot of cancelling</alt>\r
440\r
441<imageobject>\r
442<imagedata fileref="media/copies-cancel-3.png" scalefit="0"></imagedata>\r
443</imageobject>\r
444</mediaobject></para>\r
445</informalfigure>\r
446</step>\r
447\r
448<step>\r
449<informalfigure>\r
450<para>Click <guibutton>Cancel copy</guibutton>.</para>\r
451<para><mediaobject>\r
452<alt>screenshot of cancelling</alt>\r
453\r
454<imageobject>\r
455<imagedata fileref="media/copies-cancel-4.png" scalefit="0"></imagedata>\r
456</imageobject>\r
457</mediaobject></para>\r
458</informalfigure>\r
459</step>\r
460\r
461<step>\r
462<informalfigure>\r
463<para>A pop up will appear asking you to confirm that you wish to cancel the copy. Click <guibutton>OK</guibutton>.</para>\r
464<para><mediaobject>\r
465<alt>screenshot of cancelling</alt>\r
466\r
467<imageobject>\r
468<imagedata fileref="media/copies-cancel-5.png" scalefit="0"></imagedata>\r
469</imageobject>\r
470</mediaobject></para>\r
471</informalfigure>\r
472</step>\r
473\r
474<step>\r
475<informalfigure>\r
476<para>The status of the copy becomes cancelled. The line item bar will only change to white and have a status of <guilabel>cancelled</guilabel> \r
477if all copies for the line item have been cancelled.</para>\r
478<para>The funds for the particular copy will no longer be encumbered.</para>\r
479<para><mediaobject>\r
480<alt>screenshot of cancelling</alt>\r
481\r
482<imageobject>\r
483<imagedata fileref="media/copies-cancel-6.png" scalefit="0"></imagedata>\r
484</imageobject>\r
485</mediaobject></para>\r
486</informalfigure>\r
487</step>\r
488</procedure>\r
489\r
490</simplesect>\r
491\r
492<simplesect xml:id="copies-suspend">\r
493<title>Suspend a Copy</title>\r
494\r
495<procedure>\r
496<step>\r
6ceb49be 497<para>Open a purchase order.</para>\r
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498</step>\r
499\r
500<step>\r
501<informalfigure>\r
502<para>Click the <guilabel>Copies</guilabel> link on the line item containing the copy or copies you wish to suspend.</para>\r
503<para><mediaobject>\r
504<alt>screenshot of cancelling</alt>\r
505\r
506<imageobject>\r
507<imagedata fileref="media/copies-cancel-1.png" scalefit="0"></imagedata>\r
508</imageobject>\r
509</mediaobject></para>\r
510</informalfigure>\r
511</step>\r
512\r
513<step>\r
514<informalfigure>\r
6ceb49be 515<para>Click the <guilabel>Cancel</guilabel> link adjacent to the copy you wish to suspend. Copies must be suspended individually.</para>\r
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516<para><mediaobject>\r
517<alt>screenshot of cancelling</alt>\r
518\r
519<imageobject>\r
520<imagedata fileref="media/copies-cancel-2.png" scalefit="0"></imagedata>\r
521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
524\r
525</step>\r
526\r
527<step>\r
528<informalfigure>\r
fc29a4f3 529<para>From the drop down menu that appears, select a <link linkend="cancel-reasons-defaults">cancel reason</link> for which debits are kept. See \r
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530<link linkend="cancel-reasons-defaults">Sitka Cancel Reason Defaults</link> for which cancel reasons keep debits.</para>\r
531<para><mediaobject>\r
532<alt>screenshot of cancelling</alt>\r
533\r
534<imageobject>\r
535<imagedata fileref="media/copies-cancel-3.png" scalefit="0"></imagedata>\r
536</imageobject>\r
537</mediaobject></para>\r
538</informalfigure>\r
539</step>\r
540\r
541<step>\r
542<informalfigure>\r
543<para>Click <guibutton>Cancel copy</guibutton>.</para>\r
544<para><mediaobject>\r
545<alt>screenshot of cancelling</alt>\r
546\r
547<imageobject>\r
548<imagedata fileref="media/copies-suspend-1.png" scalefit="0"></imagedata>\r
549</imageobject>\r
550</mediaobject></para>\r
551</informalfigure>\r
552</step>\r
553\r
554<step>\r
555<informalfigure>\r
556<para>A pop up will appear asking you to confirm that you wish to cancel the copy. Click <guibutton>OK</guibutton>.</para>\r
557<para><mediaobject>\r
558<alt>screenshot of cancelling</alt>\r
559\r
560<imageobject>\r
561<imagedata fileref="media/copies-cancel-5.png" scalefit="0"></imagedata>\r
562</imageobject>\r
563</mediaobject></para>\r
564</informalfigure>\r
565</step>\r
566\r
567<step>\r
568<informalfigure>\r
569<para>The status of the copy becomes cancelled. The line item bar will only change to white and have a status of <guilabel>cancelled</guilabel> \r
570if all copies for the line item have been cancelled.</para>\r
571<para>Because the copy has been suspended rather than cancelled, the funds for the copy are still encumbered.</para>\r
572<para><mediaobject>\r
573<alt>screenshot of cancelling</alt>\r
574\r
575<imageobject>\r
576<imagedata fileref="media/copies-cancel-6.png" scalefit="0"></imagedata>\r
577</imageobject>\r
578</mediaobject></para>\r
579</informalfigure>\r
580</step>\r
581\r
582<step>\r
583<para>A suspended copy is resolved when the copy arrives and is received.</para>\r
584</step>\r
585\r
586</procedure>\r
587\r
588</simplesect>\r
589\r
590</section>\r
591 \r
592 \r
593</chapter>\r