# Amend a sent order and check its commitment

Change the approved quantity through a new revision and check when the commitment changes.

Source: https://help.smartfact.ai/purchasing/guides/purchasing-amend-order

Audience: Supervisor

Sarah Hughes holds only Supervisor and has a recent security check. First record the completed original supplier-portal communication for HP-PO-01001. Then reduce the proposed calibration visit from two hours to one and request 22 October. This site uses a reviewed one-supervisor approval rule; other sites may require a different supervisor or two approvals.

## Amend a sent order and check its commitment

1. **Open the approved orders**

   Open the approved orders.

   Sarah uses her Supervisor role to record a supplier communication. A recent security check is required.

2. **Check the approved calibration order**

   Check the approved calibration order.

   Open HP-PO-01001 and check the approved revision. It authorises two hours of machine calibration. Downloading or printing its document does not record a send.

3. **Record a communication already made**

   Record a communication already made.

   In this scenario Sarah has entered the approved order in Calder Fixings' supplier portal and retained its acknowledgement. Record that completed communication here; this button does not contact the supplier.

4. **Choose the supplier portal**

   Choose the supplier portal.

   Choose the method actually used to communicate the approved revision.

5. **Keep the destination and reference**

   Keep the destination and reference.

   Retain the supplier portal and acknowledgement reference so another person can check the communication.

6. **Record the communication time**

   Record the communication time.

   Enter the local equivalent of 14 October at 10:00 UTC for this lesson. Help displays and types the value in your browser time zone. In your work, record when the communication actually happened.

7. **Keep the communication evidence**

   Keep the communication evidence.

   Keep a short description of the acknowledgement with the send record. A communication record does not prove supplier acceptance of the order terms.

8. **Save the send record**

   Save the send record.

   Record the completed communication against revision 1. The approved quantity and order identity stay the same.

9. **Prepare a change to the sent order**

   Prepare a change to the sent order.

   The calibration visit now needs one hour instead of two. Open an amendment; the approved revision remains in force until the change is approved.

10. **Reduce the proposed quantity to one hour**

   Reduce the proposed quantity to one hour.

   Enter the revised quantity in hours. Keep the original line identity so the history remains connected.

11. **Propose the revised visit date**

   Propose the revised visit date.

   Request the visit on 22 October. Check the date with the requester before approving the change.

12. **Explain the revised requirement**

   Explain the revised requirement.

   Keep the instruction that the supplier needs with the proposed revision.

13. **Save the amendment draft**

   Save the amendment draft.

   Save revision 2 as a draft. Revision 1 remains in force, including its approved two-hour commitment.

14. **Submit the proposed revision**

   Submit the proposed revision.

   Submit the one-hour amendment for approval. Submission still leaves revision 1 in force.

15. **Approve the reviewed amendment**

   Approve the reviewed amendment.

   This site has a reviewed one-supervisor rule. Sarah can approve revision 2 after checking the quantity, date and note. Approval changes the commitment and creates new documents; it does not communicate the revision.

16. **Check the revised commitment**

   Check the revised commitment.

   Check the saved quantity explanation. The approved fulfilment is now one hour and one hour of the original request remains unfulfilled. Non-stock work is inspected on its order; the On order list is for source items.

[Watch or practise this chapter](https://help.smartfact.ai/purchasing/demo?guide=purchasing-amend-order&chapter=amend-order&audience=office)

Revision 2 now commits one hour. Its document and history are retained separately from revision 1. Send the new approved revision through the agreed method and record that communication. A draft, submission or approval does not prove the supplier has received the change.