There are two types of trip cancellations.
Creating a Cancellation version of a Travel transaction should be performed when the transaction should not have been created in the first place or when there is enough incorrect data that it would justify the cancellation and creation of a new Travel transaction.
Creating a Modification version of the Travel transaction with the Canceled Trip flag checked should occur when there is a legitimate previously approved Travel Authorization (TRAUTH) that was subsequently canceled prior to the trip taking place. This action is only allowed on a TRAUTH transaction.
When the Canceled Trip flag is checked on the TRAUTH’s Header, the following validations occur before the transaction can be submitted to Final:
The system verifies that the trip to be canceled already exists on the Trip Detail table. If the trip does not exist, the system issues an error.
If there is an authorization that has been partially or completely closed by a Travel Expense Report (TRER), the system issues an error that the trip cannot be canceled.
If there is an authorization that has not been partially or completely closed by a TRER, once the transaction is submitted successfully, the system checks the Canceled Trip flag on the Trip Summary inquiry page for all travelers related to that Trip ID.
Once the trip is canceled using the Canceled Trip flag, the system prevent that TRAUTH from being referenced on a Travel Advance (TRADV) or TRER. The system will also not allow Modification or Cancellation versions of that TRAUTH transaction.
When a trip cancellation (either type) is performed, the following occurs:
The system will not perform the edits that would normally be validated for New and Modification versions of that transaction (for example, validating that the Expense Type is valid, validating amount fields, and so forth).
The system updates the Trip Detail (TRIPD) table (that is, the existing records will not be deleted).
If the TRER transaction is canceled, the referenced TRAUTH lines are reopened.
If the TRER transaction is canceled, the referenced VIR lines are removed.
If a TRAUTH has been canceled and that TRAUTH had previously system-generated TRADV and/or TRER transactions, the system automatically creates and submits Cancellation versions of those related transactions. If any of the spawned TRADV or TRER transactions have been submitted to Final and the disbursement has already been created such that the travel advance or expense reimbursement has been paid to the traveler), the cancellation TRAUTH will not be allowed.
For Modification or Cancellation versions of the Travel transactions, you may be required to enter a reason for the modification or cancellation in the Reason for Modification field on the Modification section located in the Header of the Travel transactions. This field is conditionally required. It is only required if the Modification Reason Required flag is checked for the particular transaction code on the Transaction Control (DCTRL) page.