How to make quick edits and re-submit to suppliers

If an Administrator has activated the Amend Orders feature in your company and given you permission to amend, you can make edits to approved and receipted orders if needed.

Amended orders can be resubmitted manually or automatically to suppliers depending on the Admin's configuration choices, and the full amendments history is recorded within the order in iCompleat for cross-team visibility.

In this guide, you'll learn how to amend orders and resubmit them for approval.

About Amending Approved Orders

What can you amend?

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 you amend?

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 invoices against them can only be amended if the correct permission is on
You cannot delete every line from an order

When line-level matching is at play

Certain lines will be locked for amending. A padlock icon will be shown beside any locked lines, and hovering over this will display the reason the line is locked.

Reasons for locked lines are:

The supplier has line-level matching active, and the line is closed for matching, or
The line is receipted

If a locked line requires amendment, un-matching or un-receipting it, respectively, will mean it is available to be amended.

Amended POs are clearly marked as updated versions, so your team and your suppliers always know exactly where they stand.

Admins can control whether amended POs are automatically issued to suppliers - always, or never, and they can decide exactly which users have the ability to amend.

Amend an approved order

Here's how to amend an approved order in iCompleat, and re-submit it for approval.

On the iCompleat homepage, click Orders.
Go to the Approved or Receipted tray, and open the order you want to amend.
In the bottom-right, click Actions, and then click Amend.

If you can't see the Amend option, this may be because your Administrator hasn't configured it, or you don't have permission. Contact your Administrator to check the company setup.
The order opens for editing, including both header and line information.

A banner at the top of the order displays the supplier who will receive the amended order after approval.
Make any edits you need to make to the lines and header, including adding or deleting lines if necessary.

When you're happy with your edits and ready to re-submit the order for approval, click Submit in the bottom-right, or click the arrow beside the Submit button to select a workflow.

If you want to undo your edits without saving, click Cancel in the bottom right.
Your amended order has been submitted for approval.

While the amended order awaits, it sits in the amender's Submitted tray titled Amendment to ORD#######, and is locked against further edits. Any approvers can see details of your edits highlighted green under the Amendment history heading on the order.

If the approver denies it, the order returns to the previous with its original values.

Sending amended orders

When an amended order is approved, depending on the configuration set up by an Administrator, the revised order will either be re-issued to the supplier automatically, or need to be manually issued from the tray.

To manually issue a revised order, open it, click Actions in the bottom-right, and click Issue to Supplier.

Viewing amended orders

You can find the new and amended revision of an order by opening it and clicking Attachments on the left.

The revised PDF is generated in the background after approval, so it can take a moment to appear in the attachments list.

This lets you see the revised PDF order containing the amendments which the supplier received, as well as any previous revisions, and the original version of the order. The original order is labelled Purchase Order (Original) in the drop-down, and the amended order is Purchase Order (Revision #).