Edit Sales Order

Use Edit → Documents → Management → Sales Order… to change or annul a saved sales order. The edit window works like the Sales Order window. That page describes the header, the rows and the buttons, and this page covers only what is different.

Open a sales order for editing

1. Go to Edit → Documents → Management → Sales Order…. The Sales Order – Select Document window opens.
2. Find the order with Date: and Filter.
3. Select the order and click Edit, or double-click the row. To edit several orders, select them with Ctrl+click: each one opens in its own tab.

You can also open a sales order from a report: select its row and use Actions → Edit. The limits below apply there too.

Control	What it does
Filter	Shows only the orders whose number, partner or location contains the typed text. A valid 12 or 13 digit barcode of the number also works.
Date:	The period of the listed orders. Today is used the first time. Choose Custom Dates to enter a start and end date. The window remembers the last period.
Clear	Clears the filter text and sets Today.
Edit	Opens the selected orders for editing.
Cancel	Closes the window.
Annul	Annuls the selected orders (see Annul a sales order).
Preview	Shows or hides a preview of the selected order.
Actions	Edit, Print, Transform Selected Documents, Related Documents and Show Changes History. Print works as in Reprint Sales Order.
Export	Exports the listed or the selected orders. Shown when exporters are available.

A red row is an order with an issued invoice. Draft in the Number column marks an unfinished order. Rows shows the number of listed orders and Selected total the total of the selected ones. The Total Amount column depends on Show totals in the choose operations dialogs (slower loading) in Tools → Settings… → Operations.

The same window, titled Issue Invoices – Select Document, opens from Operations → Invoicing → Issue Invoice from Sales Order…. There it lists no drafts, and its OK button opens the invoice for the selected orders (see Invoice the order).

Sales orders that cannot be edited

The program checks the selected orders when you click Edit.

Case	Message	Result
The order has an issued invoice	“Operation No.0000000012 cannot be edited because the issued invoice No.0000000005 is attached to it. Please, annul the invoice before editing this operation.”	The order opens in the read-only view. To change it, void the invoice in Void Issued Invoice first.
The order is older than your user may change	“You don’t have access to edit operations that far in the past!”	The order does not open. The limit is Allowed operations modification: in the user’s settings.
The order is pending in another database	“Pending operations cannot be edited! Please wait for the operation to be completed at the managing database.”	The order does not open until that database completes it.

A sale made from the order with Transform Document does not stop editing. Only an invoice does.

Read-only view

The window shows the order, but Partner, Location, Date, the rows and the buttons that change them are disabled. With the Edit User permission you can still change User and Note: Save then stores only these two. Without that permission Save is disabled.

What you can change

The window title shows Edit sales order No. and the number of the order, which cannot change. A draft opens as Edit sales order draft.

Part	How it works in an edit
Partner, Location	Change them as in a new order. Location is disabled when Document numbers per location is selected in Tools → Settings… → Special.
User, Date	Require the Edit User and Edit Date permissions.
Rows	Change the item, the quantity, the price or the discount in the cell. Press Enter on the last row to add a row.
Delete a row	Press Ctrl+Delete, use Clear → Delete current row or set Qtty to 0. The row stays struck through and disappears when you save.
Add Discount, Add VAT, Import	The same buttons as in a new order.
Note, Addon properties	The same tabs as in a new order.

Lowering a quantity, deleting a saved row, replacing its item or raising its discount requires Make Corrections In Operations. Clear → Delete all rows asks “Do you want to delete all the rows from the operation?” and sets all quantities to 0: saving such an order annuls it.

A saved order cannot become a draft. If you close the window with changes, the program asks “Exit without saving the changes?”: OK loses the changes and Cancel returns to the order.

Save the changes

1. Press F9 or click Save.
2. The program asks “Do you want to save the changes?”. OK saves and Cancel returns to the order.
3. If printing is available, the program asks “Do you want to print a sales order?”, depending on Print documents: in Tools → Settings… → Printing. With Yes the print preview opens.

The tab then closes.

What saving changes

Where	Result
Stock	No change. The stock changes only through the sale made from the order.
Payments	None. A sales order has no payments.
Row prices	Saved rows keep their prices and discounts. They are not reloaded from the items, and price rules do not run. There is one exception: if you select a partner or a location with another price group, rows that still have the item’s price from the old group get the price from the selected group. An added row or a replaced item takes the item’s price.
Item prices	No change. Saving a sales order never changes the prices in Items.
Transformed documents	No change. A sale made from the order keeps its rows and prices. A new order for the rest is made only when such a sale is saved (see Deliver less than ordered).
History	Actions → Show Changes History shows the earlier versions of the rows.

Annul a sales order

1. In Sales Order – Select Document select one or more orders and click Annul.
2. Answer “Are you sure you want to annul this sales order?” with Yes. For several orders the question is “Are you sure you want to annul the selected 2 sales orders?”.

The order leaves the list. The stock does not change, and a sale made from it stays. An order with an issued invoice is not annulled: the program shows “Operation No.0000000012 cannot be annulled because the issued invoice No.0000000005 is attached to it. Please, annul the invoice before annulling this operation.”. Annul is also in the Reprint Sales Order window.

Permissions

All permissions are set in Edit → Administration → Permissions….

Permission	What it allows	Not allowed by default for
Documents → Management → Sales Order…	The menu item, Annul and Actions → Edit.	Operators
Export	The Export button.	Operators
Manage operators and view their operations	Seeing the orders of all users. Without it the list shows only the orders with your user in User.	Operators

Troubleshooting

Problem	Solution
An order is not in the list	Check Date: and Filter.
“Opening the Sales Order screen is not allowed!”	The edit window also needs the Sales Order permission (Operations).
“This is a free version of the Sales Order operation! To save your operation please purchase a license.”	Sales Order is part of the paid Advanced Operations module. Without a license you cannot save the changes.
“You don’t have permission to make discounts or corrections to the operation!”	A user with Make Corrections In Operations can log in after the message to allow the change. For rows you added in this edit, Make Corrections In New Operations is enough.
“The operation was already modified and cannot be saved!”	Another user saved this order after you opened it. Close the tab and open the order again. The check comes from Check if the operation was modified before save in Tools → Settings… → Operations.
“You don’t have access to annul operations that far in the past!”	The order is older than Allowed operations modification: allows.

FAQ

Can I change the number of a sales order?

No. An edit keeps the number.

Why does an invoiced order open only for viewing?

The invoice was made from the rows of the order. Void the invoice, change the order and issue the invoice again.

Related pages

• Sales Order
• Reprint Sales Order (Edit → Reprint Documents → Management → Sales Order…)
• Issue invoices
• Transform Document
• Management reports