Amendments, holds & returns

Once an order is confirmed, real life intervenes, customers change quantities, credit needs checking, goods come back. This page covers the controlled ways to change an order after confirmation.

Amending a confirmed order

After confirmation a customer may amend an order (a quantity change, a new line, a price revision a delivery-date change). An amendment produces a new versioned snapshot and routes through approval.

Open the order and choose Amend.
Make the change. Amendable fields include adding or removing lines, quantity, price, discount delivery date, ship-to address and payment terms.
Enter a reason note and an optional category.
Submit. A new order version is created; the prior version is kept read-only.

Amendments above your tenant’s value or quantity-percentage thresholds route through approval first. On approval, linked POs and factory orders are flagged for review, draft invoices are updated and an already-issued tax invoice needs a cancel and reissue. Amendments are blocked once the order is fully dispatched, and every amendment event is audited. Each prior version stays read-only and can be downloaded.

Putting an order on hold

An order can be paused mid-execution, a credit hold, a customer request, a quality hold, without cancelling it.

Open the order and choose Hold.
Pick a reason category and add a free-text note.
Confirm. The order is flagged as on-hold on the list, kanban and detail, and forward stage transitions are blocked while it is held.

To resume, choose Release and enter a reason. The order picks up from exactly the stage it was at before the hold. Held orders are counted separately from active KPI roll-ups, and a configurable reminder can ping the owner after a set number of days on hold. Hold and release are restricted to roles with the hold permission, and every event is audited.

The credit-limit check

At Sale-Order confirm, the first execution gate, the system checks the customer’s exposure against their credit limit.

Exposure = open receivables + this order’s value − advances.
If exposure exceeds the limit, confirmation is blocked with a clear message.
An authorised role (Manager / Accounts) can override with a recorded reason; the override is audited. An override attempt by an unauthorised role is refused.
A within-limit order confirms normally.

Advances against an order

When a customer pays an advance, Accounts records it in finance against the order. The order then shows the advance received and reduces the outstanding exposure accordingly. Sales only references the advance, the accounting lives in finance and is never duplicated here.

Sales returns (RMA)

When goods come back from a dispatched, invoiced order, raise a return.

From the order, raise a return, selecting the lines, the quantity and a reason. Return quantity per line cannot exceed what was dispatched / invoiced.
As the return progresses it moves through requested → approved → in-transit → received → resolved (or rejected).
On goods receipt and QC inspection, choose the outcome, restock, repair or scrap: and the matching inventory and finance entries are made.
Resolve the return as a credit note, a refund or a replacement order.

Returned goods are posted back to stock, and the return and its credit note are linked to the order and audited.

Credit notes & GST reversal

A credit note is raised against a tax invoice in response to a return, a cancellation or a pricing dispute.

It links to its source tax invoice and, where relevant, to the RMA, preserving the audit trail (which invoice line, which return, which order).
Per-line credit quantity and amount are tracked against the invoice, and you cannot credit more than was invoiced on any line.
The credit note reverses the original GST split: CGST + SGST, or IGST, for the returned value and reduces the customer’s receivables balance.
Under regulated e-invoicing (India), the credit-note IRN flow is followed.

Every credit and linkage is recorded in the audit log.