Revisions of quotations, orders and POs, compared
Change a sent quotation, a confirmed sales order or a purchase order and keep every earlier version. The order keeps its number with Rev 1, Rev 2. Any version can be compared with the order as it is now, line by line.
PLANSFrom Growth
Built; not yet tried end to end at a customer.
Why it matters
Wholesale orders change all the time. The party wants 40 bags instead of 50, the rate moves with the mandi, a supplier swaps an item. When the order is typed over, nobody can say later what was agreed first, who changed it or why. Arguments are settled from memory. In SmartMy Trade a change becomes a numbered revision. The order keeps its number, and the earlier version is saved with the reason and who made it. Compare with Now shows which lines were added, removed or changed, and by how much. Goods already delivered and rates already billed cannot be changed underneath you.
The problem it solves
- A party says the agreed rate was lower, and the order has been typed over, so nobody can prove it.
- Changes to a confirmed order are made by phone and the godown still sends the old quantity.
- A new number for each change confuses the party, the godown and the accounts.
- Someone lowers the quantity of an order below what was already delivered.
How it works
- Open a sent quotation, a confirmed sales order, a sent request for quotation or a confirmed purchase order. Press New Revision.
- Write why, such as Party wants 40 bags, rate as per today's mandi. The order as it is now is saved as a read-only copy.
- The order keeps its number and shows its revision, such as SO/0045 Rev 1. Change the lines as needed.
- The Revisions button lists every saved version: when, who, the status then, the totals then, the lines and why.
- Open a version and press Compare with Now. A table shows each item added, removed or changed, before and after, and the change in amount.
- The quotation or order you print or send shows the revision after its number.
Everything it does
What can be revised
- Sales: a sent quotation, or a confirmed order not yet fully delivered and invoiced
- Purchase: a sent request for quotation, or a confirmed purchase order not yet fully received and billed
- A cancelled order is never revised
- Every revision needs a reason
What stays safe
- A line's quantity never goes below what was delivered (or received) or invoiced (or billed)
- The rate and discount of a line with invoiced or billed quantity never change: make a credit note or a new line
- A line with deliveries, receipts or bills is never removed
- These rules hold on any change to a confirmed order, with or without a new revision
Each saved version
- Revision number, saved on, revised by, the status then, untaxed and total amounts then
- Every line: item, description, quantity, unit, rate, discount, taxes, amount (and date planned on purchase)
- Why, as written
- Read-only; the order's history also says Revised to Rev n with the reason
Compare with Now
- Added and Removed lines with their quantity and amount
- Changed lines: quantity, rate, discount or taxes, before and after
- The change in amount on each line
- No change in the lines when nothing moved
Revision number
- Printed after the order number on the quotation, sales order and purchase order
- Three ways to print it: Rev 2, -R2 or /A2, per entity
Who uses it
Billing ClerkMakes revisions of quotations and sales orders when the party changes its order.
Purchase OfficerMakes revisions of requests for quotation and purchase orders.
Trade ManagerCompares versions when a party or supplier disputes what was agreed.
Trade AdministratorChooses how the revision number is printed.
Where you use it
- Web: New Revision on quotations, sales orders, requests for quotation and purchase orders; the Revisions button on each
- Web: Settings > Revisions (Revision Number)
- Not in the SmartMy Trade app
- Not built: the supplier acknowledging a revision; tell the supplier by email or WhatsApp
- Not checked again: a revised confirmed order is not run through the credit, rate or purchase order limit holds
What you control
Settings
- Revision Number: Rev 2 to start with; or -R2 or /A2
Questions
Does the order get a new number?
No. It keeps its number and shows the revision after it, such as SO/0045 Rev 1. The earlier version is kept under Revisions.Can we cut the quantity below what was already sent?
No. A line's quantity cannot go below what was delivered or invoiced, and a line with deliveries cannot be removed.Can we change the rate of goods already invoiced?
No. The rate of an invoiced line stays. Make a credit note, or add a new line at the new rate.Is a revised order checked again for credit and minimum rate?
Not yet. The holds run when a quotation is confirmed. A manager should review big changes to confirmed orders.Do suppliers confirm the new revision?
Not in SmartMy Trade yet. Send the revised purchase order and note the supplier's reply on the order.Related features
ORDERS, PURCHASE AND CREDITSales orders and delivery challans with transportTake a quotation or order, and send the goods on a delivery challan with the transporter, vehicle and LR. Bill what was sent, and tell the party when the order is confirmed and when the goods leave.ORDERS, PURCHASE AND CREDITPurchase orders, goods receipts and supplier billsOrder from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.ORDERS, PURCHASE AND CREDITCredit limit, overdue and cash-only holdsSome credit bills and sales orders wait for a manager's approval. That is when over the party's credit limit, to a cash-only party, or to a party with overdue bills. Approved, it posts or confirms by itself.ORDERS, PURCHASE AND CREDITRates below the minimum held for approvalGive each item a minimum rate and each party group a largest discount. A bill or sales order with a line below the minimum, or a discount above the limit, waits for a manager. Approved, it goes through by itself.CUSTOMERS, BROKERS AND REPORTSBrokers, deals (sauda) and brokerage statementMark a party as a broker with its brokerage rule, put it on orders and bills, and record deals (sauda) delivered in lots. The brokerage statement works out what each broker earned in a period and makes the broker's bill.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.