FAQ: Managing Sales Orders

Can I edit a sales order after it has been confirmed?

Yes, but with restrictions. You can change delivery dates, addresses, and undelivered quantities. However, prices are typically locked once confirmed to prevent disputes. If you need to change a price on a confirmed order, you usually must cancel that portion and create a new order with the corrected price.

What happens if I increase the quantity on a sales order after some items have been delivered?

The system treats the increase as a quantity addition to the undelivered portion. The extra quantity will be added to the next delivery or invoice. Make sure you communicate with your warehouse or production team so they know to prepare the additional items.

Can I change the customer on an existing sales order?

This depends on the order's status. On draft orders, you can change the customer freely. On confirmed or partially delivered orders, customer changes are often restricted to preserve invoice accuracy. If you must change the customer, consider canceling the order and creating a new one instead.

Why can't I delete an order that has an invoice?

Orders with posted invoices cannot be deleted because it would remove the audit trail and create accounting imbalances. Instead, create a credit memo or return document to reverse the invoice while keeping the history intact.

How do I cancel a sales order without deleting it?

Most systems allow you to mark an order as "cancelled" or "superseded" rather than delete it. This preserves the order history and audit trail while removing it from your active list. Look for a status change button or dropdown on the order details page.

What if the customer wants to change the delivery date after I've already scheduled production?

You can edit the delivery date on the sales order. However, if production has already started, coordinate with your production team before changing the date. Late changes can cause scheduling conflicts or rework.

Can I split a sales order into two separate orders?

Most systems do not have an automatic split function. Instead, you would create a new sales order with the portion of items you want to separate, then reduce the original order's quantity accordingly. Ensure both orders are clearly documented so invoicing is accurate.

What is the difference between "confirming" and "finalizing" a sales order?

Confirming a sales order means you have approved it and it will move to fulfillment. Finalizing typically means the order is complete, all items have been delivered and invoiced, and it is now part of your historical records. The exact terminology may vary by system.

Can I add items to a sales order after it has been confirmed?

In most cases, you can add items to unconfirmed or partially fulfilled orders. However, once an order is fully confirmed and in production or delivery, adding items may require you to either create a new separate order or amend the existing one (depending on your system's workflow). Check your order's current status first.

What if I made a pricing mistake on a confirmed order—can I fix it?

No, you cannot edit prices on confirmed orders. Instead, create a credit memo to reverse the incorrect invoice, then create a new invoice with the correct pricing. This preserves the audit trail and keeps accounting accurate.