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 re-issued to suppliers manually or automatically, depending on your Administrator's configuration, and the full amendment history is recorded within the order in iCompleat for cross-team visibility. 

Amended purchase orders are clearly marked as revisions, so your team and your suppliers always know exactly where they stand.

In this guide, you'll learn how to amend an order, re-submit it for approval, and check what the supplier received.

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 can never drop below the quantity already receipted.
• You can't delete every line. An amendment has to keep at least one line.
• You can't submit an amendment that contains no changes.
• Punchout orders can't be amended.
• Cancelled receipt lines don't appear on the amend screen.
• Orders that have invoices against them can only be amended if your Administrator has switched on Post approval amendments > Allow where invoice present.
• On a supplier that uses receipting but not line-level matching, the Amend option is withdrawn completely once an invoice has matched to the order.

When invoices are already matched to the order

What you can change depends on how your supplier is set up for matching. Your Administrator sets this per supplier.

Suppliers matched at header level

The rule applies to the order as a whole: the order's net total can't be reduced below the net total of all invoices that reference it. Try it and the amendment is refused with the message The order's net value cannot be reduced below the net total of all invoices referencing the order, which names the figure you have to stay above.

Suppliers matched at line level

The rules apply line by line rather than to the order total, so individual lines on the same order behave differently. Hover the icon beside a line to see why it's restricted.

To edit a line that is locked, remove what's holding it - whether that be unmatching the invoice, or unreceipting the line. It will then behave like any other editable line.

Amend an approved order

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

1. On the iCompleat homepage, click Orders.
2. Go to the Approved or Receipted tray, and open the order you want to amend.

3. 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.

   
   

4. The order opens for editing, including both header and line information.
   
   A banner at the top tells you what will happen when the amendment is approved: either This amendment will be issued to Supplier Name when approved or This amendment will not be issued to Supplier Name when approved. If it says it won't be issued and the supplier needs the revision, someone has to issue it manually once it's approved.
   

5. 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.

   

6. Your amended order has been submitted for approval.
   
   While it waits, the order is titled Amendment to ORD####### and is locked against further edits. Approvers see your edits highlighted green under Amendment history on the order.

   To withdraw it, open the order and click Recall. The amendment is cancelled and the order returns to the tray it came from with its previous values.

   If an approver denies it, the order also returns to the tray it came from, with the values it had immediately before this amendment. If the order has been amended more than once, that means the values from the last approved amendment, not the values the order was originally raised with.
   

Sending amended orders

When an amended order is approved, the revised order is either re-issued to the supplier automatically or left for someone to issue manually . Your Administrator sets the default for the company, and can override it for individual suppliers, which is why two suppliers on the same tenant can behave differently. The banner on the amend screen tells you which applies to the order in front of you.

To send a revised order by hand, open it from the Approved tray, click Actions in the bottom-right, and click Re-Re-issue to supplier.

Viewing amended orders

To see the revision the supplier received, open the order and click Attachments on the left. The revised PDF is generated in the background after approval, so it can take a moment to appear.

The list holds every version: the order as first raised, labelled Purchase Order (Original), and each revision, labelled Purchase Order (Revision #).

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 #).