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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / SOP Invoices back to O...
Microsoft Dynamics GP (Archived)

SOP Invoices back to Orders

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Posted on by John Kirsch

After transferring some orders to invoices for only some of the line items, we realized that was a mistake and they should still be orders.  What is the best way to accomplish this without overstating the ordered quantity? 

We don't want to create a new order or add additional quantity to the existing order as that would make it look like the quantity ordered is greater than what actually was.  We also don't want to void and completely reenter the order because they are very large.  Are then any other methods to essentially "undo" the transfer from order to invoice?  We only have starter pack for SOP usage.

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  • John Kirsch Profile Picture
    John Kirsch on at
    RE: SOP Invoices back to Orders

    Mahmoud, Your post made me think about the reporting a little differently which has lead to what I'm going to implement for a solution.  The quantity that I was struggling with on how to report was total quantity ordered by item for a specific customer PO number.  What I will use (setup through a SQL view to create a SmartList) is quantity to invoice on open orders + quantity cancelled on open or history orders + quantity invoiced on open or history invoices.  I was trying to get that total directly from the quantity ordered field off of all orders but this process will work best while reporting the quantity correct.

    This will allow users to void the invoice and enter the quantity on an existing or new order without needed any addition transfer or void steps in the process.

  • Justin Thorp Profile Picture
    Justin Thorp 2,265 on at
    RE: SOP Invoices back to Orders

    Hi,

    I recommend:

    1.)  Delete the invoices

    2.)  Void the orders

    3.)  Recreate the order header information using the same order number with a "." appended at the end. 

    4.)  Use the "Copy" functionality (Actions - Copy), to copy all the lines from the old (now voided order) into the new order.

    Thanks,
    Justin

  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: SOP Invoices back to Orders

    John Kirsch

    What is the status of this request ?

    Your feedback is highly appreciated,

  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: SOP Invoices back to Orders

    Hello again John

    Theoretically speaking, that's right. Although, to be practical, those are the options to be considered.

    Don't forget that you do have the back-order quantity recorded on the inventory level, which can be used when any required reporting is considered to be deducted from the overstated order.

    Is there any specific report that you are depending on currently as related to order or overstated orders ? Or we are just talking in general as related to reporting for future ?

    Another suggestion which may require SQL know-how.

    How about deleting the unposted invoices, and then proceeding with deleting the Sales Order from the database level ? It is not much of a high risk IF you do have the knowledge to handle SOP tables.

    Orders affect inventory allocations, and have no financial effect on the customer balance.

    After all, each suggestion has its ups and downs and you do need to proceed according to the knowledge you have at your organization

    Please feel free to share any further concerns,

  • John Kirsch Profile Picture
    John Kirsch on at
    RE: SOP Invoices back to Orders

    Hi Mahmoud.

    Thanks for the reply.  I should have stated that they are not posted yet so that helps.

    I have tried that, but I believe that too overstates the ordered quantity for those items if I then transfer the backorder to an order as the next step.  I know I'm being difficult - but the goal is to get them into an order document type.  It appears that the original order quantity still exists on that first order and now these are new ordered quantity if these document move through the cycle back to an order.  Am I missing something there that would recognize that process?  

    I'm thinking ahead to required reporting so that is why I don't want to overstate the ordered quantity.

  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: SOP Invoices back to Orders

    Hello John

    The easiest way is to transfer these invoices into Back Orders; in case they are not posted yet. Then you can proceed with the SOP cycle (get them transferred to order or invoices) accordingly

    If they are posted, the resolution would be completed different as other modules have become involved in the posting such as inventory. In this essence, you will have to do a return for the invoiced and posted quantities. Then, re-enter the correct ordered quantities.

    There is no way to "undo" the transfer of orders to invoices. You will have to consider the SOP cycle

    Let us know if you need any further assistance,

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