Send an order to the supplier

iCompleat is set to automatically issue all orders to suppliers once they're fully approved.

You can enable and disable this setting in the Manage Events area.

With this setting enabled when you create an order and select a supplier, iCompleat will automatically pull the supplier email address from your reference data or connected finance system onto the order, and then send the order to that email address once it's fully approved. If you ever want to send an order to a different email address from the one you've got saved against a supplier, you can simply edit the email address in the order editing page for that one time.

You can also submit an order manually from iCompleat. You might do this if:

  • The supplier email address field in the order was left blank.
  • The automatic emailing of orders to suppliers was disabled in Manage Events at the time of full approval.
  • You prefer to download your orders and send them from your own email address.

Follow the steps below to identify an order's submission status and, if necessary, manually submit the order.

See the submission status of an order

Step 1

On the homepage, select Manage orders.

1_-_Click_Manage_Orders.png

Step 2

Go to the Approved tray.

2_-_Approved_Tray.png

Step 3

Orders that have been successfully sent to the supplier have a black tick in the right-hand column.

Hovering over this tick displays details of how, when, and to what email address the order was submitted.

3_-_Highlight_order_sent.png

Orders that haven't been successfully sent to the supplier have a pink warning triangle in the right-hand column. Hovering over this tick displays a message telling you that the order hasn't been sent, along with the option to resolve this.

4_-_Highlight_order.png

 

Submit an order

If an order in the Approved tray hasn't been sent to the supplier and is displaying the pink warning triangle, you have two options for submitting the order to the supplier manually:

  • Use the Issue to Supplier button (recommended)
  • Download a PDF of the order and email it to the supplier

Option 1: Use the Issue to supplier button

Step 1

In the Approved tray, select the order.

1Click_unsent_order.png

Step 2

The order summary appears.

In the bottom-left, select Issue to supplier.

2Issue_to_supplier.png

Step 3

Enter the supplier's email address.

3supplier_email_address.png

Step 4

A mailing button appears.

Select the button to immediately send the order to this supplier email address.

4click_mailing_button.png

Step 5

In the bottom-left, select Back to Grid.

5back_to_grid.png

Step 6

The order now has a black tick in the right-hand column.

Hovering over this displays a record of you sending the order to the supplier.

6black_tick.png

Option 2: Download the order PDF

Step 1

In the Approved tray, select the order.

Click_on_unsent_order_2.png

Step 2

In the bottm-right of the order summary, select Documents and Timeline.

documents_and_timeline.png

Step 3

Above the order preview on the left, select the download icon.

Download_order.png

Step 4

Save the order to your computer.

save_order_to_computer.png

Step 5

Attach the order to an email and send it your supplier.

send_order.png

Step 6

Select Back to Summary.

back_to_summary.png

Step 7

Select Issue to supplier.

issue_to_supplier_2.png

Step 8

Select the Already issued? check box.

This lets iCompleat know you've manually sent the order to the supplier outside of Compleat.

already_issued.png

Step 9

Select the save button that appears.

Click_the_save_icon.png

The order is now marked as sent. Hover over the black tick in the right-hand column of the Approved tray to see details of you sending it manually.

order_sent_manually.png

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