Keep track of orders at every stage of their lifecycle

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

Your orders are organised in different trays for each category, and your access to the trays depends on the permission you've been granted in iCompleat by your administrator.

To access your orders, just click Orders on the homepage.

 

 

Saved tray

This is where you'll find all the orders you've saved prior to sending them 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 a saved order's 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 a saved order is submitted to a workflow and approved, it's given a purchase order number.

 

 

Add a note, duplicate, or delete the saved order

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

 

 

See a saved order's supporting documents

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

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

 

 

See notes attached to a saved order

Hover over the icon or number in the notes column to see a preview of any notes added to a saved order. Click to edit or delete your own notes, or add more notes.

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

 

 

Edit and 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 an order is highlight in pink.

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

 

 

Submitted tray

The Submitted tray is where you'll find orders you've created and 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, duplicate, or recall a submitted order

Hover over an order in the Reference column, and click the menu icon to see the options Add Note, Duplicate, and 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 of a submitted order

The current approver of a submitted order is listed in the Current Approver column on the right. This means an 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 a submitted order's supporting documents

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

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

 

 

See notes attached to a submitted order

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

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

 

 

See a submitted order's summary and add more items

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

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

 

 

View a submitted order's timeline

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

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

 

 

Awaiting Approval tray

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

 

 

Add a note or duplicate an order awaiting approval

Hover over an order in the Reference column, and click the menu icon to see the options to Add Note and Duplicate.

 

 

See supporting documents attached to an order awaiting approval

Click the number in the attachments column to see any supporting documents attached to an 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 always take a look at them.

 

 

See notes attached to an order awaiting approval

Click the number in the notes column to see any notes attached to the order by an 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, so we recommend you always take a look at them.

 

 

See an order summary and approve an 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  going to the Actions menu in the bottom-right. 

Click Documents and Timeline in the bottom-right to view the order's audit trail to date.

 

 

See the timeline of an order awaiting approval

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

Approve or deny the order using the Approve and Deny buttons at the bottom.

 

 

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 to an approved order

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

 

 

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 an order was submitted

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

 

See if an order didn't get submitted to a supplier

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.

The green tick icon in this same column indicates that an order has been successfully submitted to a supplier. Hover over the green tick to see details of how and when the order was submitted.

 

 

See supporting documents attached to an approved order

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

Supporting documents can still be added to an order after it's been fully approved, which is useful for keeping a detailed digital record of an order after it's sent.

 

 

See notes attached to an approved order

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

 

 

See an approved order's summary

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

If an order hasn't been submitted to the supplier yet, an Issue to supplier option appears in Actions menu in the bottom-left.

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. Orders that have been partially receipted won't have the Delete option.

 

 

See an approved order PDF

Click Show Order on the left of the screen to expand a preview of the approver order PDF.

 

 

The PDF expands on the left of the screen, and you have the options to download, zoom, rotate and print the PDF, as well as switch to a two-page view.

 

 

See an approved order's 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.

 

 

Receipted tray

The receipted tray contains all orders that have been fully receipted, with no open lines outstanding.

 

 

Add a note to a receipted order

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

 

 

See supporting documents attached to a receipted order

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

 

 

See notes attached to a receipted order

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

 

 

See a receipted order's summary

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

The summary includes tabs showing the receipted order's original lines, receipted lines, and any cancelled lines.

You can also use the Actions menu on the summary page to add notes or attachments, and click Documents and Timeline to view the receipted order's audit trail.

 

 

See a receipted order's timeline

Click Documents and Timeline in the bottom-right of a receipted order's summary page to view the full audit trail of the order to date. 

This includes details of the receipted lines, who receipted them, and when.

 

 

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 or duplicate a denied order

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

 

 

See a denied order's 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 attached to a denied order

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

 

 

See a denied order's summary

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

Select Reactivate in the Actions menu in 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 a denied order's 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 about why the order was denied.

 

 

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