Skip to main content

Sales Order Functionality

Why approved sales orders can't have units assigned to new items, how to recreate the order correctly, and how to set a customer to On Account.

Overview

If a sales order has already been approved, the system will not allow a unit to be assigned to any newly added sale items. This is expected system behavior.

This article explains why this happens and outlines the correct workflow to resolve it.

Why This Happens

Once a sales order is approved, it is considered finalized. At that point:

  • New sale items can still be added

  • However, units cannot be assigned to those newly added items

This is not a bug, but a limitation in how approved sales orders are structured in the system.

Recommended Solution

To properly assign a unit to an order that has already been created, you will need to:

  1. Recreate the sales order

  2. Add all required sale items

  3. Assign the appropriate unit(s) during order creation

  4. Approve the order once everything is complete

    • This finalizes the order

Handling Existing Payments

If a payment was already taken on the original order:

  1. Cancel the original order

  2. Issue a refund

  3. Select "Unapply" when refunding

    • This keeps the funds as a credit on the customer’s account

  4. Open the new sales order

  5. Go to the payments section

  6. Select "Pay from remaining balance" to apply the credit

Sales Orders & Payment Requirements

Sales orders generally require full payment at the time of approval.

If you do not want to take full payment when approving the order, the customer must be set to On Account.

How to Set a Customer to "On Account"

  1. Create the sales order

  2. In the Payments section, select "Bill my account"

  3. Click "Generate Account"

  4. Create the order

    1. Sometimes you must approve with $0 payment and click the cancel button here. This does not cancel the order but creates the order.

  5. The order now in the requested status should show "View Order" section near the top

  6. Select the blue "Approve" button

    1. This approves the account.

Once this is done, you will be able to approve the order without requiring payment (CC, cash, or check).

Summary

  • Approved sales orders cannot have units assigned to newly added sale items

  • The correct approach is to recreate the order

  • Use Unapply refund to transfer existing payments to the new order

  • Sales orders require full payment unless the customer is set to On Account

Did this answer your question?

Related Articles