How to cancel an order line that has already been allocated to a service job

In this article, we will explore the process of creating a sales order, allocating a purchase order to it, and subsequently canceling the order line that has been allocated. This is a crucial procedure to manage your inventory and orders effectively.

You may refer to this tutorial for a step-by-step guide on how to Cancel an Order Line that Has Already Been Allocated to a Purchase Order: 

https://www.youtube.com/watch?v=rq6o4DeTqWU

Step 1: Create a New Sales Order

1. Open the left navigation menu and click on the Wholesale Accounts option. 

2. Select the Orders tab.
    

3. Click the Add Sales Order button to access the Sales Order details section.
    

   • For this example, we will leave all details at their default settings.

The different fields are as follows:

Create Sales Order From: Specifies the source of the sales order, such as from stock or a special order.

Sales Order Name: A unique identifier for the sales order, usually including the date or a specific order reference.

Sales Person: The name of the person responsible for managing the sale or customer interaction.

RTV: Stands for "Return to Vendor" and indicates any costs associated with returning items to the vendor.

Customer: The name of the client or business for whom the sales order is being created.

PO #: The Purchase Order number provided by the customer for reference.

Buying Group: The purchasing group the customer is part of, if applicable.

Requested By: The person who initiated the request for the order.

Requested By Phone: Contact phone number of the person who placed the order.

Requested By Email: Email address of the person who placed the order.

SO Date: The date when the sales order was created.

Request By/Due Date: The date by which the customer has requested the order to be fulfilled.

Bill To: The billing address or entity responsible for payment.

Ship To: The shipping address or location where the order will be delivered.

Payment Terms: Specifies how and when payment is due, such as "Due on receipt" or "Net 30 days."

Classification: Defines the type of order (e.g., Invoice, Credit, etc.).

Tracking Number: A tracking number for shipment monitoring, once the order has been dispatched.

Ship Via: The preferred shipping method or carrier for delivering the product (e.g., UPS, FedEx).

Notes: Any additional comments or special instructions related to the sales order.

4. Click Next in the top right corner to proceed.

Step 2: Add Products to the Sales Order

1. In this section, you need to add products to the Sales Order:

   • You can select items by scanning with a barcode scanner, choosing them manually from the list, or uploading a spreadsheet using the Select From Excel or CSV button.

2. Once you have selected the desired items, click Next to continue.
    

Step 3: Finalize Sales Order Details

1. Here, you can make any final edits to the Sales Order:
    

   • This includes adding descriptions, changing unit prices, applying discounts, or adjusting item quantities as needed

2. After reviewing and confirming your selections, click Complete.
    

   • An Action wizard may appear, suggesting further steps. For this example, we will ignore it and press Continue.

Step 4: Process the Sales Order

1. To process the Sales Order, click the three-dot button located in the last column of your grid.

2. Select Process Sales Order.

Step 5: Allocate a Purchase Order

1. You will now be in the Sales Order Line section. Here, you can allocate a Purchase Order.

2. Find the PO column on the right side of the screen and enter the quantity for the line item to generate the PO.

3. Click the Finish button.

   • Note that the Purchase Order will only be created for the items where you specified a quantity in the PO column during this step.

4. The PO creation wizard will appear, providing a summary of the Purchase Orders that will be created. Click Complete in the top right corner to confirm.

Step 6: Verify Purchase Order Allocation

1. To ensure that the PO has been allocated successfully, refresh the grid.

2. In the Item Details column, check that the order is now marked as On PO. 

   • Additionally, you can confirm the allocation by checking the Allocation column, where you should see a “2” next to the On PO field.

Step 7: Cancel the Order Line

1. To cancel the order line, open the Process Sales Order wizard again by pressing the three-dot button. 

   • Remember, you cannot cancel the order line if it is still allocated to any source, in this case, the PO.

2. Locate the Allocation column on the right side of the screen and click on the number “1” next to the On PO field.

3. In the opened dialogue, you will see the allocated Purchase Order. To unlink it, press the trash button on the right, then click Continue.

   • After this action, the number “1” will no longer appear in the allocation column.

Step 8: Finalize Order Line Cancellation

1. Next, look for the Cancel column. Click on the field with the value “1” to indicate you want to cancel the order line.

2. After confirming the cancellation, click Finish.

• Now, the order line has been successfully canceled.

Troubleshooting

If you encounter any issues when trying to Cancel an Order Line that Has Already Been Allocated to a Purchase Order, please reach out to  Flawless POS customer support for technical assistance.