Cancelling Unshipped Orders (Magento)

 All documentation in this document relates to a previous version of the Brightpearl Magento extension which will be deactivated by September 2017. If you are using this previous version, please contact us about upgrading.

For help with the current extension, please see the Magento section. 


Orders can only be cancelled in Brightpearl if none of the items have been marked as shipped, the order is unpaid and it has not been invoiced.

The order does not need to be manually cancelled in Magento, since Brightpearl will automatically update the order status.

Depending on what stage your order has reached you will be able to cancel the order or you will have to create a sales credit to reverse the original order. This decision tree should help you identify what the correct course of action is:

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Find the relevant scenario below to help you successfully cancel a Magento order:

Scenario 1

Shipped quiz incorrect Invoiced quiz incorrect Paid quiz incorrect

If none of the items on the order have been shipped in Brightpearl, it can be cancelled. Even if you have completed some of the steps towards shipping in Brightpearl (fulfill, print, pick, pack) it can be completely reversed and cancelled as long as it hasn’t been shipped.

The order status in Magento will automatically be updated as long as order statuses have been connected.

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An order is cancelled in Brightpearl by moving it to your “cancelled” sales status. Choose your cancelled status as Settings > Sales > Sales workflow .

Scenario 2

Shipped quiz incorrect Invoiced quiz incorrect Paid quiz correct

Payments can be reversed by allocating a negative payment against the order. This will allow you to then cancel the order in Brightpearl. Follow these steps:

  1. In Brightpearl, allocate a negative payment.
    This will mark the order as unpaid and reverse the sales receipt accounting.
  2. In Brightpearl, cancel the order.
    Move the order to the "cancelled" status to remove it from sales reports.

Scenario 3

Shipped quiz incorrect Invoiced quiz correct Paid quiz incorrect

Invoicing cannot be undone and invoices cannot be deleted. You will need to follow these steps:

  1. In Brightpearl, clone the items on the order to a sales credit.
    Create the credit note by clicking Credit, do not receive inventory on the credit, do not process a refund on the credit.

Since the order shipping status will remain unshipped these orders will continue to show in "due to ship" order lists. In order to prevent this the order would need to be fully completed through shipping and payment. These steps will remove inventory and create accounting, so would need to be reversed on the sales credit by receiving the inventory and processing a refund. Read more about this in scenario 4.

Scenario 4

Shipped quiz incorrect Invoiced quiz correct Paid quiz correct

In this scenario the order cannot be cancelled. An invoice cannot be deleted so a sales credit must be used to reverse the original sale. Since the items are unshipped you have several options:

Option 1

  1. In Brightpearl, complete the original order by shipping the items.
  2. In Brightpearl, clone the items on the order to a sales credit, receive the items back in, create the credit note and process the refund.
  3. (Optional) Update the order status in Magento either manually, or by connecting order statuses to Brightpearl.

Option 2

  1. In Brightpearl, leave the original order as unshipped.
  2. In Brightpearl, clone the items on the order to a sales credit, create the credit note and process the refund.
  3. (Optional) Update the order status in Magento either manually, or by connecting order statuses to Brightpearl.

The reason you might choose option 1 over 2, is that the shipping status will be updated and the order will therefore no longer show up in "due to ship" sales order lists. It is not possible to move the order to the "cancelled" status as it has been marked as paid.

The reason you might choose option 2 over 1, is that since the inventory is not removed and received back into inventory that FIFO costing is adhered to. However, since the order shipping status is not updated it will continue to show up in "due to ship" order lists.

Related how to guides - Cancellations & Returns

How to clone a sales order to a sales credit

  1. Search for and open the original sales order containing the items to be credited or returned. Alternatively, a credit can be started from Sales > New Credit .
  2. Select the lines that are being credited, or returned. Note that quantities can be edited directly on the credit later.
  3. Click the Clone to Sales Credit button just above the line items.
    rn 454 returns

How to edit a journal

  1. Search for the journal. If you know the journal ID go to Accounting > Corrections.
  2. Enter a reason for the modification. This is useful if you need to investigate the changes in the future.
  3. Make the necessary amendments to the references, nominal codes, values and tax codes. For example, to dettach a payment from an invoice, remove the invoice references.
  4. Click the Save button.

A change history is displayed within the journal record so if required you can reverse the changes by re-entering the details.

Note : A VAT reconciled or Bank reconciled journal cannot be edited unless you unreconcile it first.

 
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