Edit, duplicate or cancel an order that is already saved

Why it matters

A wrongly typed quantity, a forgotten product, the wrong customer: entry mistakes happen every day at the counter. Correcting the order itself, rather than creating a second one, keeps stock accurate and sales exact. Genuka also keeps a trace of every change, so you know who changed what.

Summary

As long as no payment is recorded, an order can be fully edited from Actions › Edit, with the same form as at creation. From the first payment, the form is no longer offered: only notes, custom fields and statuses remain editable from the order page. For anything else, use a return, or cancel and create a new order.

Prerequisites

• orders.update to edit.
• orders.change_user to change the seller.
• orders.create for Duplicate order.
• orders.delete to cancel and to see the Edit history.

Steps: edit an unpaid order

1. Open the order (Sales › Orders), menu Actions › Edit.
2. The Order modification page reuses the creation form: shop, customer, seller, products and quantities, source, state, date, due date, payment, delivery, subscription, custom fields, and the Note from your customer (private).
3. Make your changes, then click Edit. Cancel edition goes back to the order page without saving anything.

On save, Genuka puts the quantities of the old version back in stock, then takes out those of the new one, and recalculates totals, taxes and discounts.

If a tax or a discount of the order was deleted in the meantime, a window "These items no longer exist" lists them before saving: Continue saves anyway, Cancel lets you correct.

What stays editable after a payment

On the order page, without going through the form:

Correct an order that is already paid

Depending on the case:

• The customer returns items: create a return (Actions › Create a return, see "Process a return"). Stock comes back and the customer is credited.
• The payment was entered by mistake: delete it in the order's payments block; once there is no payment left, Edit reappears.
• Everything has to be redone: first use Actions › Duplicate order to keep a copy to correct, then cancel the original (Actions › Cancel). A cancelled order no longer has an Actions menu: duplicate before cancelling.

Duplicate an order

Actions › Duplicate order opens the creation form prefilled with the same customer, the same products and the same settings. Nothing is saved until you click Create. The action only exists for an order, not for a quote.

See who changed what

Actions › Edit history lists the order's changes, with their author and date: "The price changed from … to …", "The number of products changed from … to …", status changes… With no change: "No changes have been made to this order."

Edge cases and common mistakes

• "Edit" does not appear in the Actions menu. The order has at least one payment, or your account does not have orders.update. A cancelled order, or one where all quantities were returned, can no longer be edited either.
• Misleading success message. After a successful edit, the message shown is "The order was successfully created!". The order was edited, not duplicated.
• Order invoiced and paid (by the assistant or an integration). The form is no longer offered, but other tools can still modify the order. Genuka then only accepts additions: removing a product or lowering a quantity is refused ("Cannot remove a product from an order that has already been invoiced…"). You need a credit note or a return.
• Seller refused. Without orders.change_user, the Seller field does not appear and the order stays with its author.
• Not enough stock. Increasing a quantity beyond the available stock is refused, unless Allow negative stocks is ticked (General settings › Orders).

FAQ

How do I add a product to an order that is already created? If it is not paid yet: Actions › Edit, add the product, then Edit. If it is paid, create a new order for the extra item.

Why can I no longer edit my order? Because a payment is recorded on it. Correct it with a return, or delete the wrong payment if it was an entry mistake.

Can I change an order's date? Yes, in Edit, Order date field, as long as no payment is recorded.

See also

• Create an order (creer-commande)
• Order statuses (statuts-commande)
• Record a payment (enregistrer-paiement)
• Process a return (traiter-retour)