Canceling a contract is a formal action taken when an agreement is no longer valid, was created in error, or needs to be replaced entirely. Unlike "Archiving," a canceled contract remains searchable and can be used as a template for future records.

When to Cancel a Contract

While many changes can be handled via an Amendment, certain situations require a full cancellation:

• Incorrect Supplier Linking: If a contract was created with a "Free Text" supplier name instead of selecting a registered system supplier. It must be canceled and recreated to link correctly to Purchase Orders.
• Supplier Profile Errors: If the contract was accidentally tied to the wrong registered supplier profile.
• Significant Date Changes: If the Start or End dates need to be adjusted, beyond the limits allowed by the amendment function.
• Service Termination: The services or goods are no longer required by the institution.
• Contract Breach: The agreement is being terminated due to a failure in performance or legal compliance.

Important Note on Roles

The ability to cancel a contract is typically restricted to the Contract Owner, users with the Contracts Administrator role, or users with specific editing permissions on that contract.

Pro-Tip: If you are canceling a contract because of a supplier name error. Make sure you have the correct Supplier Vendor ID ready before you "Copy" the canceled record to create the new one. This ensures the second attempt is perfectly linked to your financial system.

How to Cancel a Contract

1. Navigate to the Contracts module and select Contracts.
2. Locate the specific agreement you wish to end.
3. Click the Contract Name or Number to open the record.
4. Select the More Actions menu in the top right corner.
5. Click Cancel.
6. Reason for Cancellation: A pop-up window will appear. Enter a detailed reason for the cancellation (e.g., "Contract recreated to link to correct system supplier profile").
7. Select OK.

Post-Cancellation: Access and Reusability

• Audit Trail: Canceled contracts are never truly deleted. They are stored in the system with a "Canceled" status and include the reason you provided for the cancellation.
• Searching: To find these records later, go to the Contracts search screen, click Filters, and ensure the Include Closed checkbox is selected.
• Reusing Data: If you canceled a contract due to a minor error (like the supplier name), you can open the canceled record, select More Actions > Copy, and use the existing data as a template to quickly create the corrected version.