Set up the Amend Orders feature

Admins can give their Procurement team the option to amend approved orders in iCompleat, and then submit the amended order to the supplier. This helps increase matching accuracy, removes the need to recreate a PO from scratch, and keeps the order trays streamlined for neat and tidy AP data.

Amended POs are clearly marked as updated versions for clarity, and Admins can control whether or not these are automatically issued to suppliers, or have to be manually sent. Individual user permissions also determine who on the team can make amendments, giving Admins finer control over access and visibility.

Amending is switched on in three places, and a user can only amend when all three are in place, which is why this guide has three steps:

1 - Enable the Amend Orders feature
2 - Activate the Amend Orders feature
3 - Give users permission to amend orders
 

Once your team is set up, our Amend an approved order guide shows them how to use it.

What can be amended?

Both header and line information can be amended on approved orders if the Amend orders feature is active. 

Header information that can be amended includes:

• Title
• Supplier email
• Delivery address
• Delivery date

Line information that can be amended includes:

• Item code
• Item description
• Unit Cost
• Quantity
• Line coding
• Delete and add new lines

What can't be amended?

Fields that can't be amended include:

• Supplier
• Layout
• Currency

Other restrictions when amending:

• A line quantity cannot drop below the quantity already receipted
• A receipted line must be unreceipted before it can be edited
• Cancelled receipt lines do not appear
• Punchout orders cannot be amended
• Where invoices exist the order's net total cannot fall below the invoiced net
• Orders with invoice activity can only be amended if the Allow where invoice present feature is on
• A user cannot delete every line from an order

1 - Enable the Amend Orders feature

The first step is to enable the feature for use in your company. 

This simply makes the feature available as a configurable feature in the Ordering & Matching area for now - there are a couple of further small steps to take before it's up and running to use.

Here's how to enable amending orders.

1. On the iCompleat homepage, click Configuration.
2. Click Product features.
3. Under Features, switch on the Post invoicing order amendments toggle.

2 - Activate the Amend Orders feature

Once you've enabled amending orders for your company, you need to activate it. This means any users with permission to amend orders will be able to do so from their next sign-in, according to the criteria you set in this step.

Here's how to allow amendments.

1. On the iCompleat homepage, click Configuration.
2. Click Ordering & Matching.
3. In the  Ordering tab, next to Post approval amendments, click Manage.

4. Switch on the Allow amendments toggle.
   
   If you'd like to include the ability to amend orders that already have invoices matched to them, switch on the Allow where invoice present toggle. It only appears once Allow amendments is on.
    

   If you switch Allow amendments back off, Allow where invoice present is switched off with it. Turn it on again when you re-enable amendments.

   
   
   Click Save.
   

5. Chooose how revision reach suppliers
   
   In the Purchase Ordering tab, the Reissue order amendments to suppliers toggle sets what happens company-wide when an amendment is approved. It is on when you start, so unless you change it, an approved amendment is issued to the supplier automatically.
   
   Leave it on to have approved amendments issued to suppliers automatically.
   
   Switch it off if revisions should be sent manually, or if you want to choose supplier by supplier. Your purchasing team then sends a revision using the Re-issue to supplier option in the Actions menu on the order.
   

   
   Set it supplier by supplier
   
   i. On the homepage, click Suppliers.
   
   ii. Go to Supplier configuration.
   
   iii. Under What do you want to configure?, select Reissue order amendments to supplier.
   
   iv. Check the boxes next to the relevant suppliers, then use the button you need: Enable Selected, Disable Selected or Restore Selected to Company Default.
   
   Each supplier is in one of three states, and the icon in the Enabled column tells you which: a green tick for enabled, a red cross for disabled, and a building icon for a supplier still following the company default. 

   The three buttons appear once you tick at least one supplier. There are also Enable All, Disable All and Restore all to Company default buttons for the whole list.

   For suppliers that aren't receiving amendments automatically, your purchasing team sends the revision manually using the Re-issue to supplier option in the Actions menu.
   
   iv. Check the boxes next to the relevant suppliers, and click Enable selected.
   
    

3 - Give users permission to amend orders

Your team must be given the permission to amend orders in their user profiles.

To do this, just open the user's profile who you'd like to give the Amend orders permission, and check the box against each relevant company.

Once you've completed this third and final step, your team are all set to start amending approved orders in iCompleat from their next sign-in.