How to reverse an incorrectly despatched sales order

Delete the sales order, invoice and audit trail transactions

If you don't use Sage 50 Accounts for stock control or stock valuation, you can just delete the sales order, invoice and audit trail transactions.

Once done, if required you can re-create the sales order as normal. If you want to use the same order number, enter this in the Order No field when creating the new order.

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Check which invoices were created by the sales order

1. Click Sales orders and select the required sales order then click Edit.
2. Click the Invoices tab and make a note of any invoice numbers.
3. Click Close.

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Delete the incorrectly despatched sales order

NOTE: Before deleting the sales order, you should print it for your records. If you want to re-enter the sales order later, to save you time, you can use the memorise and recall option. For more information on memorise and recall, refer to the article .

1. Click Sales orders and select the required sales order.
2. Click Delete then click Yes.

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Delete the invoice

Check the status of the invoice

1. Click Invoices and credits then select the required invoice.
2. On the Posted column check the status of the invoice.
   
   If the status is Yes, you should also delete or reverse the audit trail transaction.

Delete the invoices

• Select the required invoice then click Delete and click Yes.

Delete or reverse the audit trail transactions

1. Click Transactions.
2. Locate and select the SI transaction then click Delete.
3. Click Delete or Reverse then click Yes.

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Print the Product Activity reports for all incorrectly despatched products

1. Click Products and services and select the required products then click Reports.
2. Click Product analysis and select the Product Activity report and click Print then click OK.
3. Ensure your printer details are correct then click OK.

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Make a note of the following for each incorrectly despatched item

• The quantity incorrectly despatched
• The quantity remaining and cost price of of any partly used AI or GI transaction

NOTE: Quantity remaining = Quantity - Quantity Used

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Correct the stock

NOTE: Only follow this step if your cost price changes. If your cost price never changes, you can adjust the stock back in, without having to do an adjustment out first.

Adjust out the full quantity of items in stock

For example, if quantity remaining in stock is 8 with a cost price of £100, and you incorrectly despatched 2 items, you should adjust in 10 items with a cost price of £100.

1. Click Products and services and click Adjustment out.
2. Click the Product Code dropdown and select the required product code and click OK.
3. Click the Quantity box and enter the number of items currently in stock.
4. Repeat from step 2 for any additional products.
5. Click Save then click Close.

Adjust the stock back in and include the items despatched in error

1. Click Products and services and click Adjustment in.
2. Click the Product Code dropdown and select the required product code.
3. In Quantity, enter the number to adjust back in, including any stock you despatched in error, then in Cost Price enter the cost price.
4. Repeat from step 2 for any additional products.
5. Click Save then click Close.

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Correct the product record Sales tab buckets

1. Click Products and services and select the required product then click Edit and click the Sales tab.
2. Locate the relevant month.
3. Reduce the Sales Cost by the quantity despatched in error, multiplied by the cost price.
4. Reduce the Sales Value - Actuals by the net sales price on the sales order, multiplied by the quantity despatched in error.
5. Reduce the Quantity Sold - Actuals by the quantity despatched in error.
6. Click Save.

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