Deleting invoiced sales orders with open quantity

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Hello All,

I have a customer that orders several items daily. If the order is completed and shipped the sales order header is deleted (achieved) but if there is an item that isn't filled we don't fill in the quantity shipped field and ship+invoice the order.

Where I am having problems is I would like to have the 'delete invoiced sales orders' report remove these outstanding sales headers (shipped=invoiced) but it is leaving them. Is there a field that needs to be checked off so the report will still delete these orders?

The alternative is either deleting each line which we don't ship, which is time consuming when there are shortages on many orders, or deleting the sales order headers one by one after the fact which is also very time consuming.

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Suresh Kulla 50,278 Super User 2026 Season 1 on at

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Does the order have a line with the outstanding quantity ? If so then you need to update the quantity to match quantity shipped and invoiced, or if that line is not shipped at all then you need to delete that line before ship + Invoice if you are not fulfilling it.

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Alex A 3,105 Super User 2026 Season 1 on at

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Hello,

You will need to reduce the Quantity ordered down to match the amount that was shipped and invoiced for that line. Alternatively, if the none of the Quantity ordered has been shipped then you must delete this line from the Sales Order. Then you will be able to delete the Sales Order or run the Delete Invoiced Sales Orders report.

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RobertasR 5,004 on at

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Hi Gary,

think about it in this way - if I expect to ship items partially, after the first shipment (and invoice) my sales order would be shipped=invoiced. If system deletes it, then I would never fulfill the order, would I?

That is the reason why back orders (orders with outstanding quantities) are not deleted.

I would recommend tightening the sales order management. When you (or whoever manages orders) know that the rest of the sales order will not be fulfilled - the quantities have to be reduced to match what was shipped. Then the 'Delete SO' batch will pick those up and delete automatically.

Hope that explains it.

Robertas

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Community Member on at

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I understand all your points but if we are deleting the lines then there is no real way to determine or run a report showing how much was short shipped (or skipped entirely).

I recognize that I may still be thinking from the point of view of SAP which allows orders to be checked off as shipment complete even if not fully filled, but I have to believe that there is a way to get this sort of report showing short-ships and missed items without having to alter the sales order header.

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Alex A 3,105 Super User 2026 Season 1 on at

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Hello Gary,

You don't alter the Sales Order, thereby reducing the Quantity ordered or deleting un-shipped lines, unless the customer has cancelled the remaining Items on that Sales Order.

You wouldn't want to have the "'delete invoiced sales orders' report remove these outstanding sales headers (shipped=invoiced)" as you stated, because those Items should still need to ship if they are legitimate.

So, if the Items are in fact still on customer order but not shipped/invoiced yet then you leave them on the Sales Order. Why would you want to delete those Sales Headers?

You only want to delete Sales Headers once the Quantity Ordered has been completely fulfilled - whether that means shipping & invoicing in full or reducing the amount on the lines if the customer changes their intention.

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