Sales Order > Sales Order > Amend or Void Sales Order/Sales Quote

The Sales Order module provides the functionality that allows you to amend or void sales orders. Certain conditions must apply to the sales orders before you can amend or void them.

Note: Although the process of creating sales orders and quotes are handled by separate functions, much of the procedures and screens involved are similar. The discussion to follow will use the term “Sales Order” to refer to both sales orders and quotes unless indicated otherwise.

Amending Sales Order/Quote

•If the sales order has been partially shipped, you cannot reduce the order quantity of each line item to a number lesser than the shipped quantity.

•If there is already a shipment for the line item, whether partial or complete, you cannot delete this line item from the sales order.

•If you amend the request date in the Information page, a message box is displayed requesting confirmation whether you want also to update the request dates for all un-shipped line items in the sales order.

•Any changes made to a line item in the sales order will not affect the invoice that was created upon shipment of the sales order; however, the changes may affect the customer’s open order balance as well as the booked and available quantities of any affected inventory items.

Note: You can only amend or cancel a sales order or quote if you have been granted access rights. Access rights are set up using the Groups Access Rights function in the System Administrator module.

To amend a sales order/quote, follow these steps:

1.Access the Sales Order function from the Order group in the Transactions menu for sales order transactions. On the other hand, access the Sales Quote function from the Quote group in the Transactions menu. The Search screen is automatically displayed.

2.Enter in the Search field the number of the sales order that you want to amend. You may also enter in this field any value that represents either customer #, salesperson, order date, or currency to filter the sales orders displayed in the Lookup grid. Locate in the grid the sales order that you want to amend; then, double-click the sales order to select.

3.When a sales order number is selected, the customer number and other sales order information is automatically displayed in the respective fields. You can then proceed to amend the sales order/quote. The values in fields that are grayed out or unclickable cannot be changed.

Notes:

•When amending a sales order with kit items, you can amend the kit formula provided that the kit item is set as customizable in its inventory item record and is neither shipped nor billed in advance.

•If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, click the No button.

4.When you are done amending and reviewing the sales order/quote, save the changes you have made by clicking the Save button in the function toolbar. The Save Sales Order/Quote confirmation window is displayed when you click the Save button. Depending upon the printing parameters defined in the SO Module Setup function, and subject to validation of the user's access rights to each of the reports, you may select to Print or Preview the Sales Order/Sale Quote report or the Pick List.

Note: The Pick List radio button will be disabled if the amended sales order is put on hold.

5.In the Save Sales Order/Sales Quote window, you may click any of these buttons:

oPreview

Click the Preview button if you want to view the sales order/quote or pick list before you print it.

oPrint

Click the Print button to print the sales order/quote or pick list. You may also print the Sales Order/Quote report and the Pick List using the Print Sales Order/Print Sales Quote and the Print Pick List functions, respectively.

oEmail

Click the Email button if you wish to send the the details of the transaction in an email. Select from the drop-down list that appears the file format that you want to send.

oExport

Click the Export button if you wish to export the details of the transaction that you amended. Select from the drop-down list that appears the file format that you want the information to be exported to.

oCreate PO

Click the Create PO button to display the Create Purchase Order by Sales Order function window and immediately create a corresponding purchase order for the sales order amended. This option is disabled if any of the following conditions are met: (1) the Purchase Order module is not set up for the company; (2) the user does not have access rights to the Create Purchase Order by Sales Order function; (3) the sales order is put on hold; (4) the sales order is put on credit hold; (5) the sales order does not include a line item set up for drop ship; and (6) all the drop ship line items are assigned to a purchase order.

oContinue

Click the Continue button to go back to the sales order transaction main screen and continue to view the details of the last transaction amended. This will also close the save confirmation window.

oNew

Click the New button to create a new sales order or sales quote and clear up all fields; ready to create a new transaction or amend another transaction. This will also close the save confirmation window.

oClose

Click the Close button to exit from the Save Sales Order/Quote window.

Voiding Sales Order/Quote

To void a sales order/quote, perform the following procedures:

2.Enter in the Search field the number of the sales order that you want to void. You may also enter in this field any value that represents either customer #, salesperson, order date, or currency to filter the sales orders displayed in the Search grid. Locate in the grid the sales order that you want to void; then, double-click the sales order to select.

3.When a sales order number is selected, the customer number and other sales order information is automatically displayed in the respective fields. When you are ready, click the Void button in the function toolbar to void the sales order/quote.

The following conditions are applicable only for voiding sales order:

•If the sales order to be voided has open order quantities, a confirmation window display asking you to confirm voiding of all the open order quantities in the sales order. Click the Yes button to confirm; otherwise, click No. If you clicked Yes, a message box is displayed to request for your confirmation whether you want to save the voided sales order to the lost sales order. Click Yes to save them as such and the Lost Sales Order function screen will be displayed; otherwise, click No.

•If you are voiding a sales quote, AccountMate will display a message box to confirm if you want to void the sales quote. Click the Yes button to proceed; otherwise, click the No button. If you clicked Yes, another message box will be displayed. This time the system will ask if you want to save the voided sales quote as lost sales quote, click Yes to save them as such and the Lost Sales Quote window will be displayed; otherwise, click No.

•If you want to void the open order quantity for a particular line item, reduce the order quantity for that item to equal the quantity shown as shipped before clicking the Void button in the toolbar.

•If you want to void the sales orders in mass, use the Cancel SO Open Order function.

Q. How can I amend a sales order that was created by releasing a blanket sales order?

A. You cannot amend a sales order that was created from a blanket sales order. If you want to make changes, cancel the sales order so that the system will return it to the blanket sales order from which it came; then, amend the sales order through the Create Blanket Sales Order function.

Amend or Void Sales Order/Sales Quote

Amend or Void Sales Order/Sales Quote

See Also