Sales Order Cancellation: Process Activity

The following activity demonstrates how to create a sales order with a prepayment, cancel the order, reopen it, and process it to completion.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are Grace Norman, a sales manager of the SweetLife Fruits & Jams company. On January 30, 2025, the GoodFood One Restaurant wholesale customer has ordered four boxes of fresh pomegranates from SweetLife's main office. The customer has made a prepayment for the fruit. The ordered pomegranates are stored in the warehouse of the company’s main office. You, as a sales manager, need to enter and process the appropriate documents.

Further suppose that the customer wants the order to be delivered on the same day. SweetLife can deliver only two boxes today and the remaining two boxes tomorrow. The customer informs you that they are canceling the order, so you need to cancel the sales order.

Finally, suppose that later that day, the customer informs you that they have not found a vendor who can deliver the fruit on the same day and that they again want to order the four boxes of pomegranates from SweetLife. You need to reopen and process the sales order.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Inventory and Order Management, which provides the standard functionality of inventory and order management
    • Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
  • On the Order Types (SO201000) form, the SO order type has been configured and activated.
  • On the Customers (AR303000) form, the GOODFOOD (GoodFood One Restaurant) customer has been created.
  • On the Stock Items (IN202500) form, the POMEGRANATES stock item has been created.

Process Overview

In this activity, to process a sales order with a prepayment, you will first create a sales order of the SO type on the Sales Orders (SO301000) form and add the items to be sold. Then you will add a prepayment on the Payments tab of the Sales Orders form and release it on the Payments and Applications (AR302000) form.

Then you will unapply the prepayment by removing the link from the Payments tab of the Sales Orders form and cancel the order. Finally, you will reopen the order and create and quickly process it.

System Preparation

Before you start performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in to the system as sales manager Grace Norman. You should sign in by using the norman username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2025. If a different date is displayed, click the Business Date menu button, and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. On the Company and Branch Selection menu, in the top pane of the MYOB Acumatica screen, make sure the SweetLife Head Office and Wholesale Center branch is selected.

Step 1: Creating the Sales Order

To create the sales order for GoodFood One Restaurant, do the following:

  1. On the Sales Orders (SO301000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • Order Type: SO
    • Customer: GOODFOOD
    • Date: 1/30/2025
    • Description: Sale of four boxes of pomegranates
  3. On the table toolbar of the Details tab, click Add Row.
  4. Specify the following settings in this row:
    • Inventory ID: POMEGRANATES
    • Warehouse: WHOLESALE (inserted automatically)
    • Quantity: 4
  5. On the form toolbar, click Save.

Step 2: Creating the Prepayment for the Sales Order

To create the prepayment made by the GOODFOOD customer and apply it to the sales order, do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, open the Payments tab.
  2. On the table toolbar, click Create Prepayment.
  3. In the Create Prepayment dialog box, which opens, do the following:
    1. Make sure that 10200WH - Wholesale Checking is specified in the Cash Account box.
    2. In the Payment Amount box, type 200.
    3. Click OK to close the dialog box.

    The system creates a prepayment and applies it to the sales order. Notice that in the row with the prepayment, the system has inserted 200 in the Applied to Order column.

  4. Click the link in the Reference Nbr. column.

    The system opens the prepayment on the Payments and Applications (AR302000) form in a pop-up window.

  5. On the form toolbar, click Remove Hold, and then click Release.
  6. Close the pop-up window with the Payments and Applications form, which returns you to the sales order on the Sales Orders form.

Step 3: Unapplying the Prepayment and Canceling the Sales Order

Suppose that the customer informed you that they want to cancel the order. Before canceling the sales order, you need to unapply the prepayment from the sales order. Do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, on the table toolbar of the Payments tab, click Delete Row. This unapplies the prepayment and removes the link between the sales order and the prepayment. (It does not delete the prepayment.)
  2. On the form toolbar, click Save.
  3. On the More menu, click Cancel Order. Notice that the sales order is assigned the Canceled status and that you can no longer change its settings.

Step 4: Reopening the Sales Order

Suppose that later the same day, the customer informed you that they want to buy the pomegranates because they have not found a vendor who can deliver the fruit more quickly. To reopen the order, do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, click Reopen Order on the form toolbar. The sales order is assigned the Open status.
  2. On the Payments tab, click Add Row.
  3. In the Doc. Type column, select Prepayment. In the Reference Nbr. column, select the prepayment that you have created earlier in this activity.
  4. In the Applied To Order column, type 200.
  5. On the form toolbar, click Save.

Step 5: Quickly Processing the Sales Order

Now you will create and process the sales documents related to the sales order through quick processing of the order. Do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, click Quick Process on the form toolbar.
  2. In the Process Order dialog box, which opens, do the following:
    1. In the Warehouse ID box, make sure that WHOLESALE is selected.
    2. In the Shipment Date section, make sure that Today is selected.
    3. In the Shipping section, make sure that the following check boxes are selected:
      • Create Shipment
      • Confirm Shipment
      • Update IN
    4. In the Invoicing section, do the following:
      1. Make sure that the Prepare Invoice check box is selected.
      2. Select the Release Invoice check box.
    5. Click OK. The Processing Results dialog box opens. Wait for the system to create the documents.
    6. Close the dialog box. Notice that the sales order now has the Completed status.