Scenario: While cancelling the Sales Orders users are getting this message, even though no fulfilments are associated
By design, only Sales Order with Pending Approval status can be Cancelled. However, when a Customer Deposit with Fully Applied status is found on the Sales Order, the system will not allow the order to be cancelled.
Solution
Please note that this only applies to Customer Deposit with Fully Applied status. If the Customer Deposit on Sales Order has a Not Deposited status, user can still Cancel the order. Since the Sales Order has Pending Approval status, the only way to apply the Customer Deposit is processing a Refund against it.
Here are some possible alternate solutions:
- Close the Sales Order. Closing a sales order is somewhat similar with cancelling the order. The only difference is that a Closed Sales order can still be re-opened (reversible) while a Cancelled Order is irreversible. When users close an order, they may no longer fulfill nor bill it. To close, users will need to edit the Sales Order and mark the ‘Closed’ button on each line item.
- Delete all the related records: Customer Deposit, Deposit Application, & Customer Refund. Once done, the Sales Order can now be cancelled. This is not advisable since deleting records should always be the last option for record keeping purposes. A deleted record can no longer be revived.
- Voiding the Deposit application. Voiding is as good as deleting a transaction (Voided transaction will no longer be posted) and is simply for record purposes. Once the Deposit Application has been Voided, the Customer Deposit will have a status from ‘Fully Applied’ to ‘Deposited’. Users can then go ahead and Cancel the Sales Order. Cancelling the Order will not affect the Customer Deposit and the Customer Refund (they will still be posted in the book).