If changes are needed to a sales order after it has been activated, make a new version, edit that and then activate the new version. Sales orders have a version number for this purpose that is incremented each time. Version control is there so that the history of who and when sales orders are changed is available at a later date.
Hint: if you are running your business with "call off" orders from your customers, avoid using a big sales order that is modified many times. Rather create a forecast as a "tentative order" and update this on a regular basis. Lines from a tentative order forecast can be moved in bulk to a sales order on a regular frequency such as weekly when the customer "calls off" from their annual order.
Creating a new version
On an active or part delivered sales order, click the New Version button. Note that the sales order version number is 1.
Next is a confirmation message:
The version number is now 2, and the new line is entered.
Note the status is "Under Construction", so after the edits and additions are complete then remember to click the Activate button.
View an orders version history
Take the pdf report from the Choose report drop down list called "Sales order changes". This will show the history of changes of this sales order.
Splitting a part delivered line
If a line is part delivered, then to change quantity the line must first be "split". Go to line details and click the Split button at the bottom right of the screen. This will reduce the original line to the delivered quantity and create a new line with the remaining that can be edited to either a small or larger quantity.
Limitations
- It is always possible to add new lines.
- If the line is set up as a "dedicated work order" and the work order is open, then it is not possible to change the quantity. Instead add a new line and either close or cancel the open work order,
- It is not possible to change lines that are in open dispatches. Complete or cancel those dispatches first.