Edit & Cancel Orders

  • Updated

This guide details the process for initiating a Change Order (Edit) or Canceling an existing Purchase Order (PO) within the Unimarket Marketplace.

 

Preconditions for Edit or Cancel

Before an order can be edited or canceled, the community must have the Cancel Orders and Edit Orders settings enabled, and all four of the following conditions must be met:

  1. The order has not been received.

  2. The order is not a Non-Catalog order.

  3. There are no pending invoices against the order.

  4. The supplier allows the action: The registered or premium supplier must have the relevant setting enabled in their Configure Store profile.

Note on Supplier Settings: The supplier's Allow Cancel Orders setting can be enabled individually. However, the Allow Edit Orders setting can only be enabled if Allow Cancel Orders is already enabled.

 

Editing an Order (Change Order)

Procedure to Edit:

  1. Go to the Marketplace module.

  2. Select Orders.

  3. Use the Search Order Number field or utilize Filters to locate the desired order.

  4. Select the order number to view details.

  5. Click More Actions.

  6. Select Edit.

 

Modifiable Details

Once initiated, the Checkout screen will appear, displaying a confirmation alert.

 

The following details can be modified on this screen:

  • Account codes (FOPAL)

  • Approval routing

  • Billing and Shipping addresses (Location Codes)

  • Items/Quantities

  • Other related information, such as Notes.

 

System Lock State

While an order is actively being changed and is awaiting approval, it is placed into a locked state. During this time, the following actions are not possible:

  • Further changes (edits or cancellation)

  • Receiving against the order

  • Invoicing against the order

A message will appear at the top of the order, stating: "This order has pending changes (requisition xxx) and cannot be edited, cancelled, invoiced or received.".

 

Post-Edit Approval and Execution

  1. The completed modified order will be routed for approval.

  2. Once approved, the prior order will be closed in Unimarket.

  3. The new order will be sent to the supplier.

  4. The supplier notification will include a note that the new order has replaced a previous order.

Order Numbering Options: Unimarket can track the change using Order Number Versions (e.g., order 123 becomes 123/2) or by issuing a completely new order number.

 

Cancel an Order

Procedure to Cancel:

  1. Go to the Marketplace module.

  2. Select Orders.

  3. Use the Search Order Number field or utilize Filters to locate the desired order.

  4. Select the order number to view details.

  5. Click More Actions.

  6. Select Cancel.

 

Execution

Once completed, the supplier will be notified that the order has been canceled.

 

What's Next/Related

  • You can also watch a short video on how to edit or cancel an order.