# Amend or cancel approved commitment

Keep the approved revision in force until a valid change completes.

Source: https://help.smartfact.ai/manuals/purchasing/amend-and-cancel

Review edition: 25 October 2026

Roles: supervisor

An approved order is changed through a controlled amendment or cancellation. Editing a draft or removing a request is not equivalent to releasing approved commitment.

## Prepare an amendment

Open the order and choose **Amend order**. Check the current approved revision and whether another draft or awaiting amendment already exists. Only a supervisor can prepare, edit or submit an amendment.

Change the proposed quantities, dates or other supported details. For a line whose remaining quantity should be cancelled, use its explicit cancellation choice and reason rather than disguising the cancellation as an unexplained zero. Preserve lines already received and inspect the remaining quantities.

Save and submit the amendment for its routed approval. Until it is approved, the prior approved revision remains in force for receiving and commitment. A pending amendment's new quantity is not current authority.

## Cancel the remaining order

Choose **Cancel remaining order** with a reason and recent Accounts verification when the outstanding commitment should end. Cancellation creates its own retained revision and closes outstanding quantities. Already received amounts remain recorded; a partially fulfilled line can become closed short.

Do not use cancellation to erase a wrong receipt. Correct the original receipt through the authorised source or local confirmation correction, preserving its evidence. Do not cancel a second copy of an order because the first cancellation's response was lost; check the original action.

## Communicate the change

Cancellation and supplier communication are separate facts. An earlier accepted, attempting or unknown send can leave a cancellation notice due. Check **Not sent**, the current approved document and communication history. Record the cancellation communication already made, or use the permitted qualified sending path.

A later acceptance of an earlier send does not erase the obligation to communicate cancellation. Likewise, an unknown earlier send is not automatically a confirmed supplier communication.

## Check a correction after closure

A supported downward receipt correction on a cancelled or closed-short line keeps the line closed and outstanding at zero. For example, a closed line with 10 effective and 10 received corrected down by two becomes eight effective and eight received. It does not reopen two on order, create a new request or send another order.

If new need now exists, review its normal source or People request lifecycle separately. Hand over the exact amended or cancelled revision, remaining receipt questions and whether the supplier has been informed.