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Former Member

How to Re-open a Closed sales order on which delivery is booked & returned

Dear All,

The scenerio is as such a Sales Order has been made and based on it a delivery note is made. After sometime the user reliazes that the delivery note has been wrongly made and he reverses the delivery by making a Return entry. Now as the delivery has been made the corresponding sales order has been closed and as Return has been booked, delivery note is also closed.

Now the user wants that he makes a new delivery based on the same sales order but how can this be achieved as the sales order is already closed or how can the sales order be cancelled now.

If we make a new sales order then in mothly sales order report it would be seen that two sales order are there and total monthly sales order value would be wrong.

What is the best way to handle such situations.

Regards,

Kawish

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3 Answers

  • author's profile photo Former Member
    Former Member
    Posted on Jan 15, 2009 at 07:35 AM

    Hi Kawish,

    SAP sytem design is such that once an SO is closed, it cannot be reopened or cancelled.

    If you dont want to create a new SO, then that leaves with only one other option - create DO directly without SO.

    Hope this helps.

    Regards,

    Hamsa

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  • author's profile photo Former Member
    Former Member
    Posted on Jan 15, 2009 at 07:44 AM

    Dear Kawish,

    The best way to handle this is by a new sales order. You don't need to worry about in monthly sales order report it would be seen that two sales order are there and total monthly sales order value would be wrong. Because the Return should get the total value balanced.

    Thanks,

    Gordon

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    • Former Member

      Dear Gordon,

      If I create a new Sales Order then in the Total Sales Order Report / Sales Analysis Report ( Sales Order Wise ) shows both the sales order. The old one which is closed ( which must be cancelled ) and the new one as you told to create.

      This will give a wrong total of Total sales order and it would not reflect the actual balance of total sales order.

      Regards,

      Kawish

  • Posted on Jan 15, 2009 at 08:43 AM

    Hi Kawish,

    The sales analysis report (Sales - AR -> Sales Reports -> Sales Analysis) may be run according to different selection criteria & cover either invoices, delivery notes or sales orders. If sales orders are the selected document, then all sales orders that meet the selection criteria will be displayed in the report, regardless whether they are open or closed.

    Should a sales order have been entered into SAP Business One by mistake & needs to be excluded from the report, it needs to be cancelled, not closed. Only sales orders in status 'Open' that have not been partially or completely drawn to a target document can be cancelled.

    To cancel an open sales order, follow the steps below:

    1. Sales - AR -> Sales Order -> call up the sales order.

    2. Go to Data -> Cancel.

    3. In the system message window displaying the message 'Cancelling or closing the document is irreversible. Continue?', click on 'Yes'.

    or:

    1. Sales - AR -> Sales Order -> call up the sales order.

    2. Rightclick in the header area & select 'Cancel'.

    3. In the system message window displaying the message 'Cancelling or closing the document is irreversible. Continue?', click on 'Yes'.

    This cancelled sales order will no longer appear in the sales reports. The logic is that a closed sales order has been fulfilled & should hence be included in the sales report, whereas a cancelled sales order has not been fulfilled & is therefore irrelevant to the sales report.

    A sales order, however, that has been partially or completely drawn into a target document can naturally not be cancelled & thus not be excluded from the sales report by default.

    To exclude such a sales order either of the following workarounds may be used:

    Workaround 1 - Sales Analysis Report by Sales Employees:

    1. Create a dummy sales employee with a code that will be either the first or the last code for all employees, e.g. ZZ999.

    2. Sales - AR -> Sales Order -> call up the sales order -> Content tab.

    3. Select the dummy sales employee from the drop-down list.

    4. Click on 'Update'.

    5. Go to Sales - AR -> Sales Reports -> Sales Analysis -> Sales Employee tab, enter the criteria required & in the 'Main Selection', enter in the 'Code from' & 'To' fields an empoyee range that excludes the dummy.

    Workaround 2 - Sales Analysis Report by Items:

    1. Create a dummy sales employee with a code that will be either the first or the last code for all employees, e.g. ZZ999.

    2. Sales - AR -> Sales Order -> call up the sales order -> Content tab.

    3. Select the dummy sales employee from the drop-down list.

    4. Click on 'Update'.

    5. Go to Sales - AR -> Sales Reports -> Sales Analysis -> Items tab, enter the criteria required.

    6. Place a tick in the checkbox 'Secondary Selection' & enter in the 'Code from' & 'To' fields for the Sales Employee an empoyee range that excludes the dummy.

    Workaround 3a - Sales Analysis Report by Customers:

    1. Create a dummy sales employee with a code that will be either the first or the last code for all employees, e.g. ZZ999.

    2. Sales - AR -> Sales Order -> call up the sales order -> Content tab.

    3. Select the dummy sales employee from the drop-down list.

    4. Click on 'Update'.

    5. Go to Sales - AR -> Sales Reports -> Sales Analysis -> Customers tab, enter the criteria required & click on 'OK' to display the report.

    6. Double-click on the row with the customer for whom the incorrect sales order had been created to display the 'sales Analysis Report by Customer (Detailed).

    7. Double-click on the column header 'Sales Employee' & sort the sales orders accordingly.

    8. Export to MS Excel by clicking on the 'Excel' icon in the icon bar.

    9. Once in Excel, delete the rows with the dummy sales employee & sum up the revelant columns.

    Alternatively, a user report may be generated that will mimic the sales report but excludes sales orders with certain characteristics, e.g. a particular indicator.

    This should be released in a note soon (1262611).

    All the best,

    Kerstin

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