How to Edit Order

Use this workflow to update an eligible Sales Order from Open Orders.

When to use this workflow

Use this workflow when an open or partially shipped Sales Order needs a valid correction, such as updated header details, ship-by dates, addresses, notes, prices, discounts, quantities that remain above completed activity, or additional lines.

Do not use editing to erase shipment, fulfillment, invoice, payment, or lot history. Once activity exists, use the correct downstream correction workflow.

Before you start

Confirm:

• The order is visible in Open Orders.
• You know what field or line needs to change.
• Any customer PO, address, pricing, tax, or discount correction is approved.
• Any line with shipment or fulfillment history will not be removed.
• Any quantity reduction will remain at or above quantity already shipped or fulfilled.

Screen path

Dashboard > Sales > Open Orders > expand order > Edit

Steps

1. Open Dashboard > Sales > Open Orders.

2. Search for the order.

3. Select the order row to expand it.

4. Review the expanded order details before editing.

5. Select Edit.

6. Update customer, PO, dates, addresses, terms, shipping method, carrier account, FOB or Incoterms, discount, tax, or notes as needed.

7. If changing Ship by Date triggers Update Line Ship Dates?, choose Update Lines to apply the new date to line ship dates, or choose Only Header to keep existing line ship dates.

8. Update line details as needed.

9. To add a new line, select Add Line, then enter the line information.

10. To remove a line, select Remove only when the line has no shipment or fulfillment history.

11. Review Order Total.

12. Select Save Changes.

13. Wait for PAX to show that the Sales Order was updated successfully.

14. Return to Open Orders and confirm the order row and expanded details reflect the change.

What happens behind the scenes

Accounting impact

Editing an order does not by itself ship inventory, receive cash, or create a payment.

If the order still has a pending invoice with no invoice lines, PAX updates the pending invoice's header notes from the order header notes. Invoice lines and revenue effects happen through shipment or non-inventory fulfillment, not from simply editing the open order.

Inventory and costing impact

Inventory lines continue to drive open customer demand while they remain open. Changing inventory line quantity, status, line type, or part number can update inventory required quantity.

Editing does not remove inventory from lots and does not relieve inventory cost. That happens during shipment.

Lot traceability impact

Editing an order does not select or change lot-level shipment history. Lines with shipment history cannot be removed, and shipped inventory lines are protected from changes that would break shipment references.

Status and audit impact

PAX recalculates line status after saving:

• Inventory lines close when shipped quantity reaches ordered quantity.
• Non-inventory lines close when fulfilled quantity reaches ordered quantity.
• Partially completed lines remain Partially Shipped.
• Lines with no completed quantity remain Open.

PAX recalculates the order header status from the line statuses.

System automation

PAX validates the edit in a transaction. If validation fails, the order is not partially updated.

Server-side restrictions prevent reducing quantity below completed quantity, changing line type after activity exists, removing lines with shipment or fulfillment history, and changing fulfilled non-inventory line description, price, discount, or revenue account.

Related docs

• Edit Order Overview
• Open Orders Overview
• How to Review Open Orders
• Create Order Overview
• Customer Detail Overview
• How to Print Order
• Invoicing Overview