How do I modify or cancel an order that has been sent to the supplier?
If an order has already been sent to the supplier, there are limited options for changing the order. In this article, we explain everything you need to know.
Modifying a submitted order
Once the order has been sent to the supplier, you, as the buyer, can no longer modify the order. However, you can contact the purchasing department or the application administrator within your organization. With the correct permissions, they can still make certain changes, such as adjusting the general ledger account or other specific codes. For orders not placed with Albert Heijn or Jumbo, such changes are not sent to the supplier. In this case, you may need to contact the supplier directly outside of the Spend Cloud to communicate the change.
The original order request is the only information sent directly from the Spend Cloud to the supplier. Any modifications made to the order afterward do not automatically reach the supplier, including changes to the delivery date.
Please note! The organizational unit of a placed order can never be changed. This is because the order is created based on various settings tied to the role at the time of order creation. Changing the organizational unit is therefore no longer possible.
Cancelling a submitted order
Submitted orders that are already being processed by the supplier can only be canceled by contacting the supplier (unless the order is from Jumbo or Albert Heijn). If receipt registration is enabled, the person designated to handle the receipt registration can mark the order as canceled. This can also be done through the Spend Cloud App.
If receipt registration is not enabled for this supplier, the order automatically receives the status "Received" when sent to the supplier. The order can then only be canceled by an application administrator or someone from the purchasing department via the "Complete" menu. The orderer cannot do this themselves; it will always need to go through an application administrator.
In case of any doubt about modifying or canceling an order, always contact an application administrator or the purchasing department within your organization. This helps prevent the payment of invoices for products that have not been delivered.
Related Articles
Adding and linking a new supplier
Via Application Management / Procurement / Suppliers, you can manage all suppliers. After a supplier is added in Spend Cloud and linked to a supplier group, buyers can submit order requests for this supplier. Below, you will find more information on ...Creating an order via the manual order request
Depending on your role and the ordering option with a supplier, it is possible to create a manual order request. From the request page, you can click on the button 'Start manual order request'. Creating a New Request You can begin by creating a new ...Adding delivery addresses
Via Application Management / Procurement / Delivery Addresses, you will enter the menu section where you can manage the delivery addresses. Delivery addresses listed in this overview can then be selected when creating a purchase order request. By ...Complete orders manually
In the "Complete" menu section, you'll find all the orders that Spend Cloud hasn't been able to automatically complete because the full order amount hasn't been matched to an invoice. If the difference between the order amount and the invoice has ...Registering a service order
In this article, we explain how this new functionality works. At the bottom of this article, we also cover what you can do as an application manager to enable this functionality for purchasers. Creating a New Request Step 1 - General To register a ...