Editing a sales order: what changes are allowed

Sales orders can be edited, but the extent of changes allowed depends on the order's current status. Early-stage orders are fully flexible, while confirmed or partially fulfilled orders have restrictions to prevent accounting errors and delivery chaos.

Before you start

• The sales order must exist in your system.
• You must have permission to edit sales orders.
• Know the order's current status (draft, confirmed, partially delivered, completed).
• Understand what stage of fulfillment the order has reached.

Steps

1. Navigate to Sales Orders → View/Edit. Open in Usystems

2. Find and open the sales order you want to modify.

3. Review the order status displayed at the top or in a status field.

4. Depending on the status, you can edit:

   Draft or new orders:

   • Customer name and address
   • Line items, quantities, and prices
   • Delivery dates
   • Terms and notes
   • All other fields are editable

   Confirmed orders (not yet delivered):

   • Delivery dates and addresses
   • Quantities may be adjustable on undelivered portions
   • Customer name changes may be restricted
   • Prices are usually locked to prevent disputes

   Partially delivered orders:

   • Only undelivered line items can be modified
   • Quantities already delivered cannot be changed
   • Prices and customer details are typically locked

   Completed or invoiced orders:

   • Editing is generally not allowed; create a return or credit memo instead

5. Make your desired changes in the editable fields.

6. Click Save to record the changes.

7. The system will validate your edits. If a change is not allowed, you will see an error message explaining why.

Accounting impact

Changes to unconfirmed orders do not affect accounting. Changes to confirmed orders (such as quantity reductions) may reverse previously recorded transactions or adjust pending amounts. Consult your accounting team if you are making significant changes to a confirmed order.

Tips & common mistakes

• Status matters more than you think: Just because a field appears on the screen does not mean you can always edit it. Check for lock icons or gray text that indicates a field is read-only.
• Quantity changes after delivery require documentation: If you increase quantities on a delivered order, you are essentially adding a new line—track this separately so your invoice matches the delivery.
• Never edit prices after invoicing: Once an invoice is issued, any price changes must be recorded as discounts, credits, or new documents, not edits to the original order.