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Prerequiste

Before you start, make sure:
  • You have the correct user permissions to view and edit Sales Orders.
  • You know the Sales Order number or have enough details to locate it.
  • The order is still active (i.e., not fully billed or delivered).
  • You’ve communicated with relevant teams (e.g., Production or Accounts) if the change may impact downstream processes.

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1.0 Amending an Order

Let’s say a customer calls and wants to change something on their order—maybe the quantity, the delivery date, or even the item itself. No need to panic—here’s what to do. 1. Locate the Sales Order
  • Go to the Sales Order section from the main menu.
  • Find the order you need to amend. Use filters like customer name or order date to narrow things down.
2. Check the Status
  • Before making changes, ensure the Sales Order status is Draft or Submitted.
  • If the order has already been delivered or invoiced, amendments aren’t allowed. You’ll need to handle those with a return or credit note instead (more on that in another guide).
3. Amend the Order
  • If the order is Submitted, click Amend. CGIC’s system will generate a new version of the order, linked to the original and marked as “Amended.”
  • Make the necessary changes—adjust quantities, swap items, update expected delivery dates, etc.
Save and Submit the amended order. The original will automatically be marked as cancelled.

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1.1 Cancelling an Order

Sometimes an order just needs to be called off—maybe due to stock issues, a customer backing out, or an internal change. Here’s how to cancel it in CGIC’s system:
  1. Open the Sales Order
  • Head to the Sales Order list and open the one you want to cancel.
2. Cancel the Order
  • If the order hasn’t been invoiced or fulfilled, click Cancel.
  • Confirm when prompted. The status will update to Cancelled, and the system will handle stock and accounting rollbacks.
3. Partial Cancellation?
  • If part of the order has already been processed, you won’t be able to cancel the entire thing.
In this case, use a Sales Return or issue a Credit Note for the fulfilled portion.

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2.0 What Happens Behind the Scenes?

When you amend or cancel a Sales Order, CGIC’s App keeps everything tidy:
  • Amendments generate a new linked document while marking the original as cancelled.
  • Cancellations are tracked for audit purposes and reporting.
  • Stock and accounting entries are updated automatically to reflect changes.