This guide shows you how to find your way around the Manage orders area of iCompleat.

Manage Orders is where you'll find all orders that are saved (as requisitions), submitted, awaiting approval, approved, denied, & deleted.

To access it, just click Manage Orders on the homepage.

 

The Saved tray

When you open Manage Orders, the Saved tray appears. This is where you'll find all the orders you've saved instead of sending to a workflow for approval. 

You can save a new order at any point when you're creating it, then return to it later to complete it.

 

 

See the reference number

Saved orders are given a reference number. The default reference number in iCompleat begins with the prefix REQ (to represent 'requisition'), but an administrator might have customized the default prefix to something different.

When an order is submitted to a workflow & approved, it's given a purchase order number.

 

Add a note to the order or delete it

Hover over an order in the Reference column, & click the menu icon to see the options Add Note or Delete.

 

See supporting documents

Click the number in the attachments column (identified by a paperclip icon) to see any documents attached to the order, like invoices, quotations, or receipts.

Any supporting documents attached to the order in the Saved tray will be documents that you've attached when creating it. When the order is submitted, approvers can also attach supporting documents to it.

 

See notes

Hover over the number in the notes column to see any notes added to the order.

Any notes you view in the Saved tray are notes you will have added when creating the order. When the order is submitted, approvers can also add notes, & see the notes that you've added.

 

Edit & submit a saved requisition

Select an order in the Saved tray to see its summary.

Any mandatory line or header information that's missing from the order is highlight in a pink ribbon.

You can edit a saved order & then save it again if you want to return to it later.

 

The Submitted tray

The Submitted tray is where you'll find orders you've created & submitted for approval that haven't been fully approved or denied yet. When an order you have submitted is fully approved, it moves to your Approved tray.

 

Add a note or recall the order

Hover over an order in the Reference column, & click the menu icon to see the options Add Note or Recall.

Recalling an order in the Submitted tray puts it back in your Saved tray, where you can make further edits before submitting it for approval again.

 

See the current approver

The current approver of the order is listed in the Current Approver column on the right. This means the order is in that user's Awaiting Approval tray.

If there are multiple approvers at the current stage of the workflow, all of them are listed.

 

See supporting documents

Click the number in the attachments column to see any documents attached to the order, like invoices, quotations, or receipts.

Supporting documents might have been added by you when you created & edited the order, or documents that previous approvers have attached.

 

See notes

Select the number in the notes column to see any notes attached to the order.

Notes attached to an order in the Submitted tray may be notes you attached when creating & editing the order, or notes added by previous approvers.

 

See an order summary & add more items

Click an order in the Submitted tray to see its summary.

As the order hasn't been approved yet, you still have the option to add & edit items on the summary page.

 

View the order timeline

Click Documents and timeline in the bottom-right corner of the order summary to see the order's full history, including the next user in the workflow to approve the order, & any attachments.

To recall the order & return it to the Saved tray for further editing, click Recall in the bottom right. You can only recall the order if it hasn't been approved by another user yet.

 

The Awaiting Approval tray

The Awaiting Approval tray contains all orders that need your approval. This means you're part of the workflow that the order was submitted to.

 

Add a note

Hover over an order in the Reference column, & select the menu icon to see the option Add Note.

 

See supporting documents

Click the number in the attachments column to see any supporting documents attached to the order by the order creator or previous approvers, like invoices, quotations or receipts.

Any supporting documents attached to orders in the Awaiting Approval tray might contain important information that could help you decide whether to approve or deny orders, so we recommend that you alway take a look at them.

 

See notes

Click the number in the notes column to see any notes attached to the order by the order creator or previous approvers.

Any notes attached to orders in the Awaiting Approval tray might contain information information that could help you decide whether to approve or deny orders, os we recommend you always take a look at them.

 

See the order summary & approve the order

Click an order to see the order summary.

Approve or deny the order using the Approve and Deny buttons in the bottom-left of the order summary.

Attach supporting documents to the order before you approve it by clicking the attachments button in the top-right.

 

See Documents & Timeline

Click Documents and Timeline in the bottom-right of the order summary to see any supporting documents, as well as a full audit trail.

Approve or deny the order using the Approve & Deny buttons in the bottom-left.

 

The Approved tray

The Approved tray contains all your submitted orders that have been fully approved, as well as orders created by other users that you've approved.

 

Add a note

Hover over an approved order in the Reference column, & then select the menu icon to see the option Add Note.

 

See the PO Number

Approved orders are given a purchase order number, which is shown in the Purchase Order column.

You can still see the original order reference number in the Reference column.

 

See when the order was submitted

Hover over a black tick in the right-hand column to see when & how an order was submitted.

 

See why an order didn't get submitted

Hover over a pink warning triangle to see a message stating that an order hasn't been submitted, along with the option to resolve this.

 

See supporting documents

Click the number in the attachments column to see any supporting documents added to the order by the order creator or previous approvers.

Supporting documents can still be added to orders after they've been fully approved, which is useful for keeping a detailed digital record of orders after they're sent.

See notes

Select the number in the notes column to see any notes added to the order by the order creator or previous approvers.

See the order summary

Select an order in the Approved tray to see the order summary page.

If the order hasn't been submitted to the supplier yet, an Issue to supplier button appears in the bottom-left of the order summary.

Approved orders that haven't been matched to an invoice yet have a Delete button on the order summary, letting you delete orders that aren't needed any more.

See the Documents and Timeline

Select Documents and Timeline in the bottom-right of the order summary to see any supporting documents attached to the order, along with a full audit trail.

The Denied tray

The Denied tray contains all orders that have been sent to you for approval and you've denied. It also contains orders that you've created and submitted for approval that have then been denied by a user in the workflow.

Add a note

Hover over an order in the Reference column, and then select the menu icon to see the option Add Note.

See supporting documents

Select the number in the attachments column to see any supporting documents attached to a denied order.

Supporting documents can still be added to an order after it's been denied.

See notes

Select the number in the notes column to see any notes added to the order by the order creator and previous approvers.

See the order summary

Select an order in the Denied tray to see the order summary,

Select Reactivate in the bottom-right corner of the screen to send the order back to your Awaiting Approval tray, where you can approve it if you wish.

See the Documents and Timeline

Select Documents and Timeline in the bottom-right to see any supporting documents attached to the order, along with a full audit trail of the order, including details of why the order was denied.

Select Reactivate in the bottom-right to send the order back to your Awaiting Approval tray, where you can approve it if you wish.