The Edit Sales Order screen is used to update eligible open or partially shipped Sales Orders while preserving shipment, fulfillment, invoice, and inventory history.
What this screen is for
Use Edit when an existing Sales Order needs correction or additional detail before it is fully complete.
Editing is intentionally restricted after operational activity begins. PAX protects shipped inventory lines, fulfilled non-inventory lines, invoice history, and customer demand calculations from being overwritten in ways that would damage audit history.
Screen path
Dashboard > Sales > Open Orders > expand order > Edit
Key areas
The Edit Sales Order screen uses the same general layout as Create Order, with the title Edit Sales Order [order number].
Customer and dates
| Field | Purpose |
|---|---|
Customer |
Customer on the order. Changing the customer can load that customer's notes and addresses. |
Customer PO |
Customer purchase order number. Duplicate PO checks exclude the current order. |
Order Date |
Order date. |
Ship by Date |
Header-level ship-by date. Changing it can prompt Update Line Ship Dates?. |
Addresses
The screen includes required Bill To Address and Ship To Address selectors. Each selector includes Create New Address and Edit Address.
Order header details
| Field | Purpose |
|---|---|
Payment Terms |
Terms used for due-date and invoice behavior. |
Shipping Method |
Shipping method for the order. |
Carrier Account |
Carrier account when the selected shipping method requires one. |
FOB / Incoterms |
Domestic FOB or Incoterms value. |
Order Discount (%) |
Order-level discount applied to all lines. |
Customer Shipping Charge |
Shipping amount charged to the customer. Forced to zero when all lines are non-inventory. |
Sales Tax |
Auto-calculated unless Manual override is active. |
Header Notes |
Order-level notes. Pending no-line invoices receive updated header notes when the order is saved. |
Line items
The line table includes Type, Part / Description, Customer Part, UOM, On Hand, Qty, Price, Disc%, Total, Ship date, and Notes.
Existing operational activity changes which fields can be edited.
Main actions
Save Changes: Validates and saves the edited Sales Order.Cancel: Closes the editor without saving changes.Delete: Opens a delete confirmation when PAX considers the order eligible for deletion.Add Line: Adds a new line using the next available line number.Remove: Removes a line only when the line has no shipment or fulfillment history and at least one line remains on the order.Manual override: Allows direct Sales Tax entry.Auto-calculate: Returns Sales Tax to automatic calculation.
Important fields and restrictions
| Field or restriction | Meaning | Notes |
|---|---|---|
| Editable order statuses | PAX allows saving edits only for Open and Partially Shipped orders. |
Closed or otherwise completed orders should be corrected through the appropriate downstream workflow. |
Qty minimum |
Quantity cannot be reduced below completed quantity. | Inventory lines use quantity shipped. Non-inventory lines use quantity fulfilled. |
Type |
Line type cannot be changed after shipment or fulfillment activity exists. | This protects inventory and invoice history. |
| Shipped inventory line | Part number is locked after quantity has shipped. | Quantity can only be reduced to the shipped quantity, not below it. |
| Fulfilled non-inventory line | Description, price, discount, and revenue account are protected after fulfillment. | Use a correction or credit process if the billed non-inventory work was wrong. |
| Remove line | Lines with shipment or fulfillment history cannot be removed. | Lines without activity can be removed if the order still has at least one line. |
Order Discount (%) |
When greater than zero, line discount fields are locked. | Set the order discount to 0 to use line-specific discounts. |
Customer Shipping Charge |
Disabled when every line is non-inventory. | Use a non-inventory line to bill shipping or fees on a non-inventory-only order. |
Delete |
Soft-deletes an eligible order and voids its pending reserved invoice. | Delete is blocked when shipment, fulfillment, invoice line, issued invoice, or payment history exists. |
What happens behind the scenes
When Save Changes is selected, PAX validates required fields, carrier account requirements, line quantities, valid inventory parts, and edit restrictions.
PAX recalculates order line totals, shipping, tax, and total amount. If automatic tax is active, PAX recalculates tax from the customer, ship-to address, taxable amount, and customer shipping charge.
PAX updates the Sales Order header and lines in a transaction. It can update existing lines, add new lines, and delete lines that have no shipment or fulfillment history.
For pending invoices that do not yet have invoice lines, PAX updates the invoice header notes from the order header notes.
PAX then recalculates Sales Order line statuses and order status. Inventory demand updates through the Sales Order line requirement logic for inventory lines.
Deleting an eligible order is a soft-delete. PAX marks the Sales Order deleted, voids pending invoices for that order, and recalculates inventory required quantity for parts on the deleted order.
Troubleshooting
Save Changes fails
Likely cause: A required field is missing, a line quantity is invalid, a part number is invalid, or the order has activity that blocks the requested edit.
Safe fix: Review the error message, then correct the specific field or line. Do not force a change that would erase shipment, fulfillment, or invoice history.
Contact support if: The error does not identify the blocking field or line.
I cannot remove a line
Likely cause: The line has shipment or fulfillment history, or it is the last remaining line.
Safe fix: Leave the line in place and use the correct correction workflow for shipped, fulfilled, or invoiced activity.
Contact support if: The line has no activity but still cannot be removed.
I cannot reduce quantity
Likely cause: The requested quantity is below the quantity already shipped or fulfilled.
Safe fix: Set quantity to at least the completed amount.
Contact support if: The completed quantity shown on the line is incorrect.