If a supplier notifies you that an item was used in a procedure but wasn't included in the original Helia order, this can still be corrected — as long as the order has not yet had an invoice number attached. Here's what needs to happen.
What's possible and when
As long as the order is at the PO stage and no invoice number has been entered yet, the rep can still edit the case to add the missing item. Once an invoice number has been attached, the order is considered complete and corrections become significantly more complex.
How to resolve it
The rep needs to be made aware of the missing item so they can edit the case and resubmit. The facility team is best positioned to reach out to the rep directly — either through the activity feed on the order or through direct contact. Include the item number and a note explaining what needs to be added.
Once the rep edits and resubmits:
The order will return to your facility's Review Delivery Order queue for re-approval
Your team will need to review and re-approve the updated order
Once re-approved, the PO will need to be updated to reflect the revised order
If your facility has an ERP integration:
Your team will need to manually update the PO amount in your ERP system to reflect the revised pricing or line items — it will not update automatically. Once updated, re-enter the correct PO number in Helia to complete the transaction.
If your facility does not have an ERP integration:
Update PO in your system to reflect the corrected order and submit it in Helia.
Note: The sooner the rep is notified, the smoother this process goes. Delays between the procedure date and the correction can make it harder to get the right approvals and updated PO in place.
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