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Edit drafts, amend orders and review history

Where: open the order → Edit, Amend, Load approvals or Load revisions.
Who: order update/amend and history-view permissions, with the corresponding features.

Choose Edit or Amend​

Edit a draft​

  1. Select Edit on a Draft or Rejected order.
  2. Adjust the fields and lines. Add/remove draft lines as needed.
  3. Select Save order, then review the saved quantities and totals.

A successful edit of a rejected order returns it to Draft. Ordinary draft edits do not create the controlled amendment history used for agreed orders.

Amend an agreed order​

  1. On an Approved, Issued or Acknowledged order, select Amend.
  2. Review the loaded revision and make the required changes.
  3. Enter Amendment reason.
  4. Select Save amendment.
  5. Check the new revision number, totals and resulting status. Re-approve/re-issue when required.

The browser preserves existing line order and does not offer Add/Remove line in amendment mode. Do not repurpose a historical line to mean a different item after activity has occurred. Server checks prevent removing received/invoiced lines and reducing quantities below existing commitments.

Example: notes correction​

Omar corrects only Notes from November stock to November stock for shop refit, with reason Clarify internal purpose. A notes-only amendment is non-material under the default policy, creates a revision and retains the existing commercial state.

Example: commercial change​

An Issued routine order increases from 800 to 6,000. This changes commercial quantities/prices and exceeds the auto-approval threshold. The revised order returns to Pending approval; Nadia must review it. Issue and acknowledgement metadata are reset. After approval, Omar records the new issue and supplier acknowledgement as applicable.

If a material amendment remains eligible for automatic approval, it can return to Approved, rather than Pending approval. It still requires attention to re-issue because the earlier issue/acknowledgement no longer covers the amended commitment.

Material versus non-material​

Changes to supplier, order type, procurement method, priority, currencies/rate, delivery dates, commercial terms, delivery instructions, charges and relevant line fields can be material. Do not assume that a date or delivery-instruction change is only a cosmetic edit. The server evaluates the actual changed fields.

Amend is not offered by the current browser once receiving/invoicing progress has moved the header to another state. Use the available line cancellation/closure controls where appropriate and involve the purchasing manager for anything outside them.

Recover from a stale revision​

  1. Keep the entered text; the editor retains changes after an amendment conflict.
  2. Select Review latest revision before retrying.
  3. Compare the latest order with the retained changes.
  4. Select I have reviewed the latest order and my retained changes only after reviewing.
  5. Check all retained values and save again if the amendment still makes sense.

If the latest order has different lines, the editor asks you to reload and reapply changes instead. Do not repeatedly submit the old amendment or overwrite a colleague's work by assumption.

Historical supplier snapshot​

Expand Historical supplier snapshot to inspect captured supplier identity, ordering details and commercial conditions. Live Supplier master-data changes do not silently rewrite an agreed order's history.

For a Draft, Refresh supplier snapshot explicitly refreshes the recorded supplier details. Review its effects before submission. This action is not offered for committed orders; use the controlled workflow where applicable.

Approval and revision records​

  • Load approvals shows recorded pending/approval/rejection decisions, actor information, sequence and revision context.
  • Load revisions shows immutable revision snapshots with amendment reason, dates, prior/new state and historical details.

These records are evidence of earlier decisions. They are not forms for changing the live order. An approval of revision 0 does not automatically approve material changes in revision 1.