Anytime an order is in a Completed status, it is counted as a sale in the system and all financial and sales reports pick it up. In some cases, it's necessary to make an adjustment after the order is in this status. CoreBridge uses a special process to facilitate this while keeping your financial reporting periods intact.
Making the Edit
Anytime you edit a Completed or Closed order in the system, several automated steps take place to maintain the integrity of your financial data. The key things to know are:
(A) When you navigate to the order that you need to adjust and click Edit Order the invoice number and status will change if you proceed with the edit.
(B) The original order will be automatically voided and an exact duplicate will be created to properly account for this sale once you click Proceed with Order Edit.
- (C) The new (cloned) order will be set to WIP status and all product statuses on the new order will be set to WIP : Order Review (or the equivalent status in your system if you use custom product status).
- (D) The new (cloned) order will maintain the same invoice number, so the behind-the-scenes changes will be seamless to your customer. The voided invoice will also keep the same number but have a “-V” appended to it (INV-XXXX-V).
You can now edit the order and make any adjustments necessary. To return it to a completed status, update the products to Built, and then Completed. If the order is paid in full, it will auto-close to a Closed status when marked Complete.
All Historical Invoice Information Carries Over
- Order History
- All Sales, Design, Production, Customer and Vendor notes
- All Product and Part Proofs
- The created date will reflect the original date and not the cloned date.
This process creates a negative transaction for the voided invoice on all the fields, including each income account and sales tax—which effectively zeros out the original positive transactions from the original invoice—and creates a new invoice where any adjustments can be made. Any offsetting difference in the new invoice will then be properly accounted for in all the relevant reports.
Example of Offsetting Transactions
- Assume a customer places an order which is completed in the month of August.
Original Invoice Completed Date: 25 August Subtotal: $100 Tax: $5.00
- Then in September when paying her invoice, the customer points out her company is tax exempt and was improperly charged sales tax.
Original Order Voided Date: 20 September Subtotal: -$100 Tax: -$5.00
NOTE: Voided Date is when the Completed Order was edited.
New Order Completed Date: 20 September Subtotal: $100 Tax: $0.00
The September reports include the negative numbers from the voided order and the positive numbers from the new order, thereby offsetting each other.
August Sales Reports: $100.00 Tax Reports: $5.00
September Sales Reports: $0.00 Tax Reports: -$5.00
On the tax report, since there is no positive value on the new order, the negative from the voided order controls, resulting in a negative tax liability for September.
NOTE: If you are using the QuickBooks syncing tool, all of this will automatically transfer to QuickBooks for you as well.