Last verified: 2026-02-18
Overview
As a buyer, you can cancel a purchase order that is still Pending (not yet accepted by the vendor) directly from the order detail page. Once a vendor accepts your order (status changes to Open), cancellation requires contacting the vendor.
As a vendor, you have additional management tools on customer orders: you can close orders, lock items to prevent further changes, or cancel them entirely using the Manage order menu.
What happens in the system
Cancelling a Pending order immediately changes its status to Cancelled. The vendor is notified.
Cancelling a Pending order does NOT affect any other orders.
Closing an Open order (vendor action) marks it as Closed. It can be reopened later.
Locking items prevents buyers from requesting quantity or item changes on the order.
Cancelled orders remain visible in the Orders list with Cancelled status.
What does NOT happen
Cancelling an order does NOT automatically process refunds. Payment terms and any payments already made are handled between buyer and vendor directly.
Closing an order (vendor) does NOT cancel it. Closed orders still show in history and can be reopened.
StockApp does not process or handle payments for any order cancellations or modifications.
For Buyers: Cancelling a Pending Order
Step 1: Open the Order
Go to Orders from the left sidebar
Click the Purchase Orders tab
Find your order — it must have a Pending status
Click View Order in the Actions column
Step 2: Cancel the Order
On the order detail page, a red Cancel order button appears in the top-right header when the order is still Pending.
Click the red Cancel order button
Step 3: Confirm Cancellation
A dialog appears asking you to confirm:
Click Cancel Order (red button) to proceed
Click Keep Order to go back without cancelling
The order status changes to Cancelled immediately. This action cannot be undone.
For Buyers: Modifying an Open Order
Once a vendor has accepted your order, the Cancel order button disappears. For Open orders:
Use the Message button (chat icon) on the order detail page to contact the vendor directly
Provide your order number (e.g., PO #100004) and explain what you need to change
The vendor can update item quantities, ETAs, or cancel the order on their side if agreed
For Vendors: Managing Customer Orders
Vendors see a Manage order dropdown on the order detail page for Sales Orders (SO). This button appears when you are viewing a customer's order from the Customer Orders tab.
Accessing the Manage Order Menu
Go to Orders from the left sidebar
Click the Customer Orders tab
Find the order and click View Order
Click the Manage order button in the top-right header
The dropdown shows these options:
Close order
Marks the order as Closed. Use this when an order has been fully resolved — all items fulfilled, all payments settled. A closed order can be reopened later if needed.
Lock items
Prevents item-level changes on the order. Use this when you are ready to begin processing and want to freeze the item list.
Note: When items are locked, the button changes to Unlock items, allowing you to reverse it.
Move items
Moves items from this order into another order. This option is disabled if the order conditions don't support it (a tooltip explains why).
Cancel order
Cancels the entire order. A confirmation dialog appears before the order is cancelled. Once confirmed, the order status changes to Cancelled and the buyer is notified.
Order Status Reference
Status | Who Can Cancel | How |
Pending (buyer view) | Buyer | Red Cancel order button in header |
Open (buyer view) | Buyer (contact vendor) | Message the vendor to request cancellation |
Open (vendor view) | Vendor | Manage order → Cancel order |
Closed | N/A | Cannot be cancelled once closed |
Cancelled | N/A | Already cancelled |
Common Issues
The Cancel order button is not visible (buyer view)
Symptom: You open a Pending order but don't see the Cancel order button.
Cause: The order may have already been accepted by the vendor (status changed to Open), or your account may not have permission to cancel orders.
Solution: Check the order status. If it shows Open, contact the vendor using the Message button.
The Manage order button is not visible (vendor view)
Symptom: You're on a customer order page but there's no Manage order button.
Cause: You may be viewing a Purchase Order (your own order as a buyer) rather than a Sales Order (a customer's order to you). Also check that you have sufficient permissions.
Solution: Go to Orders → Customer Orders tab and view the order from there.