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 is 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.



Table of Contents


Editing a Completed or Closed Order

1. Navigate to the Order View screen.

2. Click Edit Order.


3. Review the information in the popup window.

4. Click Proceed with Clone and Edit Order.

Note: Once you click Proceed with Order Edit, the original order will be automatically voided and an exact duplicate created to properly account for this sale.



5. Make the necessary changes to this Order.
NOTE:  A customer cannot be changed if a payment has been made on the Order.

6. Click Next Step to finalize the order.


7. Add a reason for editing the order.

8. Click Save Order.


9. The Invoice will maintain the same Invoice Number. 

10. Here, you can see the Order has been edited. The V shows it was voided.  

11. The status was changed to WIP (Work In Progress) so that the Order could be edited. 

Note: 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). 




Understanding the Accounting Process


When you edit a Completed order in CoreBridge, the system automatically balances the accounting so totals stay accurate:


  • A negative transaction is applied when the Order is reopened and moved back to WIP.
  • A positive transaction is applied once the Order is marked Completed again.


These two entries cancel each other out, so the Order is only counted once in your sales and no duplicate taxes or royalties are charged.

Any offsetting difference in the new Invoice will then be properly accounted for in all the relevant reports.


Example:


A customer places an Order which is completed in the month of August. Then, in September when paying her Invoice, the customer points out that her company is tax exempt and was improperly charged sales tax.

  • Original Invoice Completed Date:  25 August Subtotal:  $100 Tax:  $5.00
  • 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, offsetting each other. The September tax report will show $0.00 in sales (The net of $100-$100) with a negative tax liability of $5.00.

  • August Sales Reports:  $100.00 Tax Reports: $5.00
  • September Sales Reports:  $0.00 Tax Reports:  -$5.00

Note: If you are using QuickBooks, all of this will automatically transfer to QuickBooks as well.




Order History Information


All historical information carries over.


Including:

  • Order History
  • All Sales, Design, Production, Customer and Vendor notes
  • All Product and Part Proofs

Note: The created date will reflect the original date and not the cloned date.