Cancel a sales order
Sometimes orders are cancelled and you need to record the fact that the order is not to be processed. This may be because the customer no longer wants to buy the goods, or services. You can cancel an order at any time before the order is completed.
If you need to cancel a sales order that is complete, you can process a sales return.
Cancelling an order has the following effects:
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Any allocations, for lines on the order that have not been despatched, are removed.
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The order is marked as having cancelled order lines.
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The cancelled order lines are stored if your system is set up to keep a history of cancelled orders in the SOP settings Processing tab.
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If the original order had a payment included with it:
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If Invoice payment with order immediately was selected:
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A credit note is generated for any declared payments remaining, and is left outstanding on the customer account.
You might then choose to enter a refund (sales payment) for the customer, or allocate the credit note against a future order by this customer.
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A bank payment is posted to the Cash Book when the sales payment is posted to the Sales Ledger.
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Nominal postings are made for the credit note and sales payment when posted to the Sales Ledger.
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If the payment was received online:
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The system automatically refunds the declared payment value remaining to the same card used for the payment.
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If Invoice payment with order immediately was not selected, and if the payment was made online:
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The system automatically refunds the payment value to the same card used for the payment.
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A sales payment is generated on the customer's account along with all usual nominal postings.
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These may occur for various reasons:
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The receipt or part of it has already been refunded by the online payment service provider's website.
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The internet connection is not available.
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There is a problem with the online payment service provider's website.
If the problem persists, refer to the person responsible for administering your Sage 200 system as they may need to reset online payment details.
To cancel orders
Open: Sales Order Processing > Sales Orders > Amend Order Status.
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Use the Selection criteria options to display the order(s) or click Show All Orders.
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Select the order(s) from those displayed.
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Click Cancel Order to change the status of the order to cancelled.
- If the order has been allocated, confirm that you want to remove the allocations.
- If an online payment has been made with the order, confirm that you want to make a refund to the customer's card.
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If you are using Manufacturing
If the sales order is linked with a works order in Manufacturing in the SOP settings Manufacturing tab, confirm that you want to cancel the link with the works order.
Note: The works order is not cancelled. If you want to cancel the works order, you must do this in the Works Orders module.
Note: If the refund is unsuccessful, you will get a warning. The order will still be cancelled but the system will only generate a sales payment for the value it managed to refund. You must raise a manual sales payment to the customer account for the rest and refund the actual money manually.