- An iCompleat administrator needs to create at least one workflow so that order creators can submit orders for approval. Go to About workflows for more information.
- The header and line fields you see when creating an order could vary depending on the configuration of your chosen layout. Go to About layouts to find out more.
There are two ways to create an order in iCompleat: you can either create a new order from scratch, or select an existing order and duplicate it.
This article shows you how to create an order both ways.
Create a new order
- On the homepage, select Create a new order.
You can also select Create a new order in the bottom-left of any of the order trays.
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Enter an order title.
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If you don't want to use the default Layout for Orders, select a different layout from the Layout drop-down.
Layouts are pre-coded fields and text areas.
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Select Create.
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(Optional) Add some attachments to your order.
Attachments are supporting documents that contain useful information you'd like potential approvers to see, like an invoice, email conversation, or price quote.
Any user who has access to the order in their order trays can view any attachments that you add.
To add an attachment:
i. Select the paperclip button in the top-right.
ii. Select Browse.
iii. Find the file on your computer to upload.
iv. Select the type of document you're attaching from the drop-down.
v. Select the upload button to add the attachment.
vi. The attachment is added to the order.
Select the black (X) cross to continue editing the order, or select Browse to add more attachments.
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Select a supplier, delivery location, delivery date, and any other header fields that appear on your chosen layout.
When you choose a supplier, the supplier email address field automatically updates with the supplier's email address from your reference data or connected finance system. You can select and edit the email address for this occasion if you need to.
The delivery date automatically defaults to the next day, but you can change this if you like.
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(Optional) If an iCompleat administrator has enabled manual address entry, you can have your order sent to a delivery address you've not used before.
Go to Send an order to an address not in your address book to find out how this is a useful tool for Amazon Business customers using iCompleatBuy.
i. Select the manual address entry button.
ii. Enter the delivery address in the popup window, and select Save.
iii. The delivery address field now displays the message Manually entered.
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Enter a Justification Comment.
You'll see this field if your administrator has enabled it for your chosen order layout.
The justification comment is a short message for approvers to see when they open the order. It's there to let them know the reason you're placing the order.
- Enter a Supplier Comment.
You'll see this field if your administrator has enabled it for your chosen order layout.
The supplier comment goes on the Purchase Order PDF that's gets generated when your order is complete. It's useful for giving the supplier extra information like delivery instructions.
- Select the plus (+) button to add an item to your order.
To save space when you're adding lines, select Close in the Header area to see a read-only summary of the header information you've just entered.
- Enter the item code, unit cost, and description provided by the supplier.
- Enter the quantity of items you need.
The net cost is automatically generated.
- Select the VAT rate from the drop-down.
The Gross total is automatically generated.
Select the lightning button on the right of the pale blue rubbon to pre-fill one or multiple tax codes at once.
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Select an account code from the drop-down.
Select the lightning button to pre-fill one or multiple account codes at once.
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Select the plus (+) button to add more items.
To delete an item added by mistake, select the black (x) cross to the right of the item. A message appears asking you to confirm before the item is deleted.
- When you've added all the items you need, select Save.
You can save an incomplete order at any time, and return to it in the Saved tray to complete and submit it later.
- Select a workflow from the bottom of the screen to submit the order.
The workflow options won't appear until you've filled in all the order fields and selected Save.
- A notification appears confirming that your order is submitted, along with a requisition number.
The order you just created is now in your Submitted tray under that order number, and has been sent to its chosen workflow for approval.
If you're the first approver in the workflow you've just selected, the order will go straight to your Awaiting Approval tray.
You can recall an order you've made in error or no longer need. Go to Manage Orders to see how.
Duplicate an existing order
This is a useful trick if your company regularly orders the same items from a certain supplier. It lets you quickly create a copy of a previous order, with the option to edit some fields, and edit or add more items.
When you create a duplicate order, it inherits the layout of the order it's being duplicated from, and you can't select a different Layout.
- On the homepage, select Create a new order.
You can also select Create a new order in the bottom-left of any of the order trays.
- A list of your previous orders appears.
Select the order you want to duplicate, and select Create Duplicate.
Select the black arrow to the left of an order in this list to see a brief summary of the order.
- The header and line settings from the original order appear.
Select any of the header and line settings to edit them.
Select the plus (+) button to add more items. Or, select the black (x) cross to the right of an item to delete it.
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(Optional) If an iCompleat administrator has enabled manual address entry, you can have your order sent to a delivery address you've not used before.
Go to Send an order to an address not in your address book to find out how this is a useful tool for Amazon Business customers using iCompleatBuy.
i. Select the manual address entry button.
ii. Enter the delivery address in the popup window, and select Save.
iii. The delivery address field now displays the message Manually entered.
- Select Save.
- When you're happy with your order, select a workflow.
- A notification appears confirming that your order is submitted, along with a requisition number.
The order you just created is in your Submitted tray, and has been sent to the selected workflow for approval.
You can save an incomplete order at any time, and return to it in the Saved tray to complete and submit it later.
