Editing & cancelling orders

You can edit an order while it is Pending or Confirmed. After that, the order is a record of what happened, and corrections go through returns and refunds.

Who can do this: editing needs Edit orders. Cancelling needs Change order statuses. The built-in Admin, Store Admin and Cashier roles have both.

Before you start#

• Check the order status. Only Pending and Confirmed orders can be edited.
• If a bank transfer on the order is awaiting verification, verify or reject it first if your edit lowers the total. See Recording payments & deposits.

Edit an order#

1. Open the order from Orders → Manage orders. The page opens read-only.
2. Press Edit order. (On the orders list, Edit order in the row menu opens the order ready to edit.)
3. Change what you need: lines, quantities, the customer, fulfilment details or notes.
4. Check the Order summary. It shows the new total before you save.
5. Press Save changes. To throw your changes away, press Cancel.

Every edit prices the whole order again on the server, and stock follows the difference. Add two units and two more are taken from stock. Remove a line and its stock goes back, with the same batches and serial numbers.

Editing an order that already has payments#

The payments stay exactly as recorded. What changes is how much of the new total they cover:

• Raise the total of a paid order and it becomes Partially paid, with the difference owing.
• Lower the total to exactly what was paid and it becomes Paid.
• Lower it below what was paid and the order shows Refund due. It cannot be completed until you void a payment or refund the excess.

A deposit set by hand stays set. If the new total is lower than the deposit, the deposit comes down to the total. If the tax invoice was already issued, a banner at the top of the order asks you to reissue it. See Recording payments & deposits.

After Confirmed: what still changes#

Once an order is Processing, Completed or Cancelled, its lines and prices can no longer be edited. The server refuses with a message that the order "cannot be edited" and points you to a return or a refund.

Some things still change on a processing order, because they do not change what was sold:

• The three statuses.
• The table, for dine-in and takeaway orders. See Dine-in & tables.
• The schedule of a committed order (Schedule on the order page or the list row menu).
• The customer's answers to a customization form, and file uploads, as long as the answer does not change the price.
• Payments: you can still record and void them while the order is open.

Cancel an order#

1. Pick Cancelled in the order status menu (on the orders list, on the order page after Edit order, or on the fulfilment board).
2. On the fulfilment board, a dialog asks you to confirm: "Cancelling is permanent. There is no un-cancel. Stock returns and any store credit is released. Continue?" Press Cancel order, or Keep order to stop.

Cancelling is possible until the order is completed.

Behind the scenes#

• Cancelling returns stock that was taken, releases store credit and discount uses the order held, and voids its pro-forma invoice. An issued tax invoice stays on record.
• Cancelling does not give back money recorded as paid. Void those payments first, while the order is still open.
• There is no way to delete an order. The server answers "deleting orders is disabled, only cancel is allowed". Every sale stays visible, cancelled or not.
• A line whose quantity you change is priced at today's catalogue price. A line you do not touch keeps the price it was sold at. See How pricing works.

Troubleshooting#

Related pages#

Order status · Returns · Refunds