How To: Use Structured Cancellation Reasons

WARNING: Sales Orders cannot be deleted when the invoice is in a non-editable stage in the Sales Invoice Manager.

There are many reasons why a Sales Order might be cancelled, for example where a customer wishes to cancel the whole order. Structured cancellation reasons force the user to select from a pre-defined list of reasons whenever a sales order is cancelled. There is also an option to add a supporting free text note. This screen must be enabled in [ System Values | Sales - Order Display | Structured Cancellation Reasons ] before it can be seen.

A report showing the reasons for cancellation can then be produced, see How To: View a Customer's Cancelled Sales Order.

Setting Up Structured Cancellation Reasons

  1. Open [ System Data | Structured Cancellation Reasons ]
  2. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  3. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
    • In the Reason column enter the reason why the customer cancelled the sales order. This is mandatory when using structured cancellation reasons and is limited to (max 50 characters) .
    • If you want the user to add a note as to why the sales order is being cancelled, tick the Require Supporting Note checkbox.
  4. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Using Structured Cancellation Reasons When Cancelling a Sales Order

  1. Click the dustbin icon is the button bar's DELETE button to delete the Sales Order.
  2. Select the deletion / cancellation reason from the pre-defined drop down list.
  3. Enter a supporting note, if required, into the free text box.
    Note: If the supporting note has been set as mandatory against the reason selected in[ System Data | Structured Cancellation Reasons ], the dialog will not allow the user to click on OK before a note has been entered.
  4. Click OK, the Sales Order will then be deleted.

See Also

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