Create Retrofit Order

  • Updated

A Retrofit Order is a feature that allows a user to create an order after the fact—meaning the items may have already been sent by the supplier and/or received by the buyer. This functionality must be enabled by Community Administrators.

Retrofit orders offer an option to bypass the typical supplier submission and receiving process, as the actions have often already taken place in the physical world.

 

Prerequisites and Availability

  • Role Requirement: This feature is only available to users with the Buyer role, as they are the only ones who can check out orders. Users with the Browser role will not see this option on the Checkout screen.

  • Administrator Enablement: The feature must first be enabled by a Community Administrator.

 

Enable Retrofit Orders Setting (Community Administrators)

Community Administrators must perform the following steps to enable the feature:

  1. Go to the Administration module.

  2. Click Modules.

  3. Select Procurement.

  4. Click the Features tab.

  5. Under the General header, check the Enable Retrofit Orders box.

  1. Scroll to the bottom of the screen and click Save.

 

Create a Retrofit Order (Buyers)

Buyers can create a retrofit order by following these steps:

  1. Go to the Marketplace module.

  2. Add the desired items into the cart.

  3. On the Checkout screen, in the Order Type section, select Retrofit Order.

  4. Once Retrofit Order is selected, additional fields will populate:

  • Related Invoice Number field

  • Order Date field (if enabled)

  • Work Order field

 

Order Submission Options

Under the Order Submission field, choose how the order should be handled:

  • Do not Send (set as default): The order will not be sent to the supplier electronically. (Typical for retrofit orders.)

  • Send Electronically: The order will be sent to the supplier electronically.

 

Financial and Receiving Sections

Scroll down to the lower sections to configure.

  • Financial Year: Select the desired financial year from the dropdown arrow.

    Note: For customers utilizing financial years, the selected Order Date must fall within the date range of the chosen Financial Year (e.g., if Financial Year 2018 is selected, the Order Date must be between July 2017 and June 2018).

  • Order Receiving: The option Receive Automatically is selected as default (if enabled). Use the dropdown arrow to change this option if necessary.

 

Final Step

Once all fields are completed, select Checkout and the requisition will route for approval.

 

What's Next/Related:

  • You can view the short video on how to create a retrofit order: