Change quantities, prices, dates or notes on an order the vendor already has, and choose whether the vendor is told. Also covers why an order sometimes will not let you edit it at all.
Before you start
You need permission to send and update orders.
The order must not be locked. If the fields are greyed out, see below.
Steps
Open Orders in the top navigation bar and open the order.
Make your changes to the items, quantities, costs or delivery details.
Click Save to keep the change without telling the vendor.
Click Update Vendor to save it and email the vendor the change.
Save or Update Vendor
Save records the change on your side only. Update Vendor records it and sends the vendor a mail listing what changed. Its tooltip says so: Save your changes and notify your vendor.
Both buttons stay greyed out until you have actually changed something.
When the order is locked
Your company can lock an order once it reaches a chosen point, so nobody edits it after the fact. An Admin sets this in Company Settings, on the Orders tab, under Lock Order. The choices are:
Never
Upon Order Confirmation
Upon Delivery Completion
Upon Order Invoiced
A locked order stops you editing materials and pricing. It does not stop you commenting or editing delivery information.
An order can also be held while somebody else has it open, so 2 people cannot edit the same order at once. That is a separate company setting and it is on by default.
Copying an order instead of editing it
If an order is locked, or you want the same items again, open the more actions menu and choose Duplicate Order.
What does not carry over. The PO number and the internal comments are cleared on the copy.
What does. The items, quantities and costs, as a new draft you place separately.
Nothing happens to the original. Duplicating does not change or cancel it.
Best practices
Use Update Vendor, not Save, whenever the change affects what the vendor ships or when. Save never tells them, so the truck still comes with the old quantity.
If the fields are greyed out, check Lock Order before raising a ticket. Upon Order Confirmation locks the order the moment the vendor confirms, which surprises people.
Set a new PO number on a duplicated order before you place it. The copy starts with the field empty, and an order placed without one is harder to match to an invoice later.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.