Edit sales transactions

If you have Edit permissions to Order Entry sales transactions, you can edit most details for a transaction that has a State of Draft or Pending.

The following table describes the conditions under which you cannot edit a transaction and gives possible solutions to enable you to edit the transaction:

Condition	Possible solution
If the transaction definition Edit policy is set to "No edit".	Change the Edit policy on the transaction definition.
If you have previously printed a document for the transaction and the transaction definition Edit policy is set to prohibit the edit of a transaction after a document has been printed.	Change the Edit policy on the transaction definition.
If the transaction definition has Enable edit of customer set to "Never".	This restricts users from changing the customer in Draft and Pending transactions. Change the Enable edit of customer setting on the transaction definition.
If the transaction has been converted to another transaction.	Delete the downstream transaction. For example, if you want to edit a sales order that has converted to an OE sales invoice, delete the OE sales invoice.
If a payment has been applied to the transaction. Received the error message, "A payment has been made against this Invoice / Adjustment."	The only fields that can be edited, even if the payment was reversed, are: Shipping method Item description Custom fields To edit anything else in the transaction, convert the transaction to a credit memo. Learn how to reverse the effects of an invoice.
If the transaction has had Convert by line processed against it.	Delete the recurring template.
If revenue recognition is enabled, any of the revenue has been recognized from the schedules, and your edits aren't limited to just the fields that trigger a save instead of a repost.	Clear out the revenue recognition.
If the fiscal period is closed.	Open the fiscal period.
If the transaction is shared within a multi-entity company.	Shared transactions can only be edited at the top level. If you display the transaction list at the entity level, you might see shared transactions. However, these transactions will be listed as "Not owned" by the entity and the Edit option won't appear. If you have the appropriate permissions, go to the top level to edit the transaction.
If your company is subscribed to the Taxes application and the transaction has been included in a tax return (VAT return or Business Activity Statement) that was prepared and submitted to a government authority using the tax submission process.	Enter an adjusting transaction.

1. Open the applicable transaction list.
2. Find the transaction you want to edit.
3. Select More actions > Edit at the end of the row.
4. Edit the transaction details as needed. See Field descriptions for details about each field.
5. Do one of the following:
   • Select Post to repost the transaction. The transaction has a State of Pending and is ready for the next step in your workflow.
   • If the transaction has a State of Draft and you are not ready to post, select Draft to keep the transaction is the State of Draft.

1. Open the applicable transaction list.
2. Find the transaction and select Edit.
3. Edit the transaction details as needed. See Field descriptions for details about each field.
4. Do one of the following:
   • Select Post to repost the transaction. The transaction has a State of Pending and is ready for the next step in your workflow.
   • If the transaction has a State of Draft and you are not ready to post, select Draft to keep the transaction is the State of Draft.

 

Close or reopen transactions

A transaction remains in a Pending state if there are potentially other transaction types to which this transaction can be converted and the Partial conversion handling option in the transaction definition is set to Leave transaction open.

For example, many workflows include a sales credit memo as the last transaction in the workflow. When you post a sales invoice, its status is set to Pending so that you can convert it to a sales credit memo in the future, if necessary. In this scenario, the Pending sales invoice requires no action on your part and stays Pending indefinitely.

For transactions that were either partially converted or will never be fulfilled, the best practice to close transactions is to set up and use a close out workflow. See Close out a sales order for more information.

Close a transaction

You can manually change the state of a Pending transaction to Closed to stop the workflow for that transaction. Closing a transaction does not change any GL effect of the transaction and does not affect reporting. For example, you might close a OE sales invoice that was completely paid and will not be returned, or refunded, or so on. However, if the OE sales invoice was never paid, you could alternatively choose to delete the invoice, reverse the effects of the invoice or use another workflow that does have a GL effect according to your business processes.

1. Open the applicable transaction in Edit mode.
2. From the State dropdown menu, select Closed.
3. Select Post.

Reopen a transaction

If you manually closed a transaction and now you need to convert the transaction to another transaction, you can edit the transaction and change the State from Closed to Pending to resume the workflow for that transaction. However, there must be another transaction definition in the workflow in this scenario. Otherwise, changing a transaction's State from Closed to Pending does not accomplish anything.

If the State of the transaction you want to open is Converted, you cannot edit the transaction. To reopen a transaction that has a State of Converted, delete the downstream transaction.

For example, if you want to edit a sales order that's been converted to an OE sales invoice, delete the OE sales invoice.

Learn more about transaction states.