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Our Sales Order Documents get deleted.... (as opposed to always sticking around and retaining a history)
We notice at least when a sales document is canceled it gets deleted. We are wanting to actually track this data and wonder how we can make sure we still capture sales orders even when they get cancelled. (Perhaps this should happen outside of our ERP system?)
We do have an "Order No" field present on a sales invoice that can be used for some historical analysis, but in the case of a cancelled order no invoice is ever created, obviously. So that is not good enough.
When a Sales Order is fully shipped and full invoiced, it will automatically be deleted (standard functionality). The resulting Posted Sales Shipment(s) and Posted Sales Invoice(s) all reference the Order No. (as well as the Quote No.), in case you need to query or report based on these.
The system does have an archival option that you can easily enable from the Sales & Receivables Setup page. Find and enable the option called "Archive Quotes and Orders".
This will create a copy of the Sales Order in a page called Sales Order Archives (Quotes will be archived in Sales Quote Archives).
You can also manually archive a Sales Order or Sales Quote at any time (in case you are deleting the order before it is fulfilled, but want to retain a copy for your records). This can be done by clicking the Archive Document action in the ribbon (I can't remember the placement of this action in the NAV 2009 ribbon). If you're using the Classic Client of NAV 2009, you should be able to get to this action from one of the buttons at the bottom right of the Sales Order form (again, it's some versions ago, so I can't remember the exact placement of that menu item).
I hope this helps. If my response has answered your question, please take a moment to verify by clicking Yes next to "Did this answer your question?"
Agree with AJ Ansari. The system is designed to delete the information that is not needed anymore, e.g. when Sales Order is fully shipped and invoiced (msdn.microsoft.com/.../hh172840(v=nav.90).aspx). You can archive sales orders anytime before you cancel them, or you can also setup automatic procedure: msdn.microsoft.com/.../hh935230(v=nav.90).aspx.
There is a way around the common Sales Order to Sales Invoice process. When you are ready to "Post" the shipment instead of picking "Ship and Invoice" just pick "Ship". Now, go to "Sales Invoice". Create a new sales invoice. Pick the same customer. On the Sales Lines section go to the following: Line > functions> "Get Shipment Lines". You will now see the sales line you just shipped previously. Highlight the line and hit "OK". The shipment number and the sales line will populate the sales invoice line. Post the Sales Invoice. When you check the Open Sales Orders you will notice the original Sales Order has not been deleted.
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