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Sales Orders - How do I Close or Cancel a Sales Order in Rootstock?

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Overview


This article describes qualifying conditions and steps to follow for Closing or Canceling a Sales Order Header, and repercussions for the data related to the Sales Order Header.

Application

As the final natural step of the Sales Order Entry processing, for traceability purposes, it may be required that certain Orders are Closed so that no further changes or fulfillment steps are allowed. Optionally, the user can configure the system so that Sales Orders are automatically Closed when all their related Sales Order Invoices have been transferred to AR.
Also, if an Order is no longer required, but is to be kept in the system, it can be flagged as Cancelled, in which case it would also not be eligible for fulfillment steps.

Setup 

SO Control > Invoice Processing tab
 

Close Sales order on Invoice Transfer:  When checked, upon transfer of Sales Order Invoice to A/R, fully shipped Sales Orders contained in the Shippers for the Sales Order Invoice will be flagged as 'Closed". If the Transfer to A/R is reversed, it will re-open the Sales Order automatically.


Processing - Sales Order Cancel

It is possible to Cancel a Sales Order Header as long as the Sales Order Lines contained in it have had no actions taken towards the fulfillment of the Order, nothing should have been processed (nor allocated -if allocations are Active-, nor issued / pack / shipped).
 

  • If there is a partial or complete fulfillment for any of the Sales Order Lines, it would need to be reversed. Reversing the fulfillment process would effectively delete any existing Sales Order Shippers for already packaged orders.

  • If any of the Sales Order Shippers for the Sales Order Line have already been Invoiced, it would be required to first remove the relationship between the Sales Order Shipper and the Sales Order Invoice. This can be done in three different ways:

    • For Invoices that are NOT yet approved or transferred, depending on the field Prevent Delete of Sales Invoices setting on SO Control > Invoice Processing tab:

      • When the field is NOT checked, by clicking the Delete Invoice button on related Sales Order Invoice, which deletes the Sales Order Invoice and therefore releases the Sales Order Shippers that were contained in it to be either added to a different Sales Order Invoice or reversed using Sales Order Fulfillment.

      • When the field is Checked, by clicking the Cancel Invoice button on related Sales Order Invoice, which removes the Sales Order Shippers from the Sales Order Invoice but, for traceability purposes, the Sales Order Invoice record is to be kept in the system. Sales Order Shippers that were part of it will now be available to either be added to a different Sales Order Invoice or to be reversed using Sales Order Fulfillment.

    • Clicking Credit the Invoice button on related Sales Order Invoice, and on pop-up window selecting option Allow Shipper(s) on this Invoice to be Re-Invoiced. This would effectively break the link and allow for the fulfillment steps to be reversed for said Sales Order Shipper.

Once the Sales Order Header qualifies to be Cancelled, this step can be completed manually from the Sale Order Entry UI, or externally using for SOAPI. 
 

  • Manually

  1. Navigate to Sales Order > Advanced section > Cancel / Close tab. 

  2. Click the Cancelled box and select a Cancelled Reason (from available values defined on Sales Order Reason Codes).

  3. (Optional) Update the Cancelled Date.

  4. Click the Save button on Sales Order Header.

 
  • Using SOAPI
  1. Process a SOAPI record will below settings:

  • API MODE: Change Header

  • Sales Division: Division for the Sales Order Header.

  • Sales Order Header: The Order Number for the Sales Order Header.

  • Cancelled: Should be checked.

  • Cancelled Reason: Cannot be empty. To pick a valid Sales Order Reason Code for the Sales Division.

  1. Save/Commit the SOAPI.


The 'Cancelled' checkbox is programmatically set and displayed by the system on the Sales Order Header when the user cancels the Sales Order.

To manually reverse the Cancellation, simply uncheck the Cancelled box and Save the Sales Order Header.
Or, if using SOAPI, simply process SOAPi with the same settings, but with Reverse Cancel checked instead of Cancelled.

Processing - Sales Order Close

Sales Order Header can be closed when the Sales Order Lines contained in it have been partially/fully shipped (by processing the Sales Order Line on Sales Order Fulfillment or via SYDATA), or when a Sales Order is also flagged as Cancelled, by setting both the Cancelled and Closed flags, for non-fulfilled Sales Orders.

The Close step can be completed using either of the below steps, for fully shipped Sales Orders:
 

  • Manually

  1. Navigate to Sales Order > Advanced section > Cancel / Close tab. 

  2. Click Closed box.

  3. Click Save button on Sales Order Header.

 

  • SOAPI

  1. Process a SOAPI record will below settings:

  • API MODE: Change Header.

  • Sales Division: Division for the Sales Order Header.

  • Sales Order Header: The Order Number for the Sales Order Header.

  • Close Sales Order: Should be checked.

  1. Save/Commit the SOAPI.

 

  • Automatically upon SO Invoice Transfer to A/R.

  1. Sales Order Fulfillment is completed for the Sales Order, and the resulting Sales Order Shippers have been invoiced.

  2. Approve and Transfer (this step will vary depending on the Financial solution in use) Sales Order Invoices.

  3. If the transferred Sales Order Invoice is linked to Sales Order Shipper/s from fully shipped Sales Order/s, these will be flagged as Closed.


To manually reverse the Sales Order Closure, simply uncheck the Close box and Save the Sales Order Header.
Or, if using SOAPI, simply process SOAPI with the same settings but with Reverse Sales Order Close checked instead of Close Sales Order.
If using the automatic closure functionality, reversing the SO Invoice Transfer will reopen Closed Sales Orders.

Processing - Close Order Short

The Sales Order with the Sales Order Lines that have been partially shipped or not shipped can be closed by setting the Close Order Short flag. As necessary, the Close Short process reduces the quantity ordered on each line to match the quantity shipped on that line, allowing the order to be closed.

In classic, the Close step can be completed using the below steps, for partially shipped Sales Orders:

  1. Navigate to the Sales Order Header List View, edit the View to display the field Close Order Short.
  2. Check the 'Close Order Short' checkbox field for closing the partially shipped Sales Order.

In lightning, the Close step can be completed using the below steps, for partially shipped Sales Orders:
  1. Navigate to the Sales Order record and click the Edit button
  2. Check the 'Close Order Short' checkbox field under the Cancel/Reverse section for close short the Sales Order.

IMPORTANT image.png  IMPORTANT 

  • The Close Order Short process is not reversible.  

  • The Sales Order can be closed short only if there is no quantity allocated in all its Sales Order Line. 

  • Sales Order cannot be closed short when it has one or more lines with Picked quantities that have not been Shipped 


Processing - Sales Order Delete

A Sales Order Header (and its related Sales Order Lines, if there are any) can be deleted from the object listview using the Action Del button as long as there are no Sales Order Lines for Configured Products at a Firmed status, within the Sales Order Header.

SEE ALSO
 

Sales Order Header Creation and Management
Sales Order Edit
Sales Order Header Cancel/Reverse Tab
Settings
Sales Orders - How do I Close or Cancel a Sales Order in Rootstock?
Sales-Orders-How-do-I-Close-or-Cancel-a-Sales-Order-in-Rootstock
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