How to Correct or Delete a Transaction in Unleashed

Before you start

• Unleashed never fully removes a transaction. Deleted records are kept for audit.
• You can delete Sales Orders, Purchase Orders, Stock Adjustments, Stock Counts, Warehouse Transfers, Assemblies and Disassemblies while they're open and nothing has been processed.
• You can't delete a Purchase Order that has been receipted, or a Sales Order that has been invoiced or dispatched, even if it's Parked.
• A deleted order's number can't be used again. Assemblies and Disassemblies can't be viewed after they're deleted.
• Orders imported through an integration, such as an ecommerce platform, can't be imported again through it once deleted. You recreate them by hand.
• If you use an accounting integration, check how each correction lands there. The table further down shows the effect of each transaction type.

Step 1: Check whether a Sales Order can be deleted

1. 1Open the Sales Order.
2. 2In the Order Lines tab, look at the Shipped and Invoiced columns. 0 means nothing has been dispatched or invoiced.
3. 3Check the Invoices and Shipments tabs. Any invoices or shipments there must still be open, for example Parked.
4. 4If nothing has been invoiced or dispatched, the Sales Order can be deleted. If something has, go to Step 3.

Step 2: Delete an open transaction and recreate it

1. 1Delete the open transaction. It stays visible as a deleted record.
2. 2To recreate a Sales Order or Purchase Order, use Clone, or re-import it with a changed order number, for example with a prefix or suffix.
3. 3Recreate integration orders by hand in Unleashed.

Step 3: Correct a completed Sales Order, Invoice or Shipment

1. 1Make sure the Sales Order is completed, including all its invoices and shipments.
2. 2In the Sales Order's Invoices tab, hover over the Invoice's action cog and select Credit.
3. 3Confirm the product quantities and prices to correct.
4. 4Tick the Return checkbox if the goods are coming back into stock.
5. 5Complete the Credit Note, then create a new Sales Order with the right details if needed. Clone saves time.

For more on credit notes, see How to correct a completed sales invoice with a credit note.

Step 4: Correct a receipted or completed Purchase Order

1. 1Go to Purchases > Supplier Return > Add Supplier Return.
2. 2Reference the original Purchase Order.
3. 3Enter the quantities being returned, matching the error.
4. 4Choose the Supplier Return Reason and complete the Supplier Return.
5. 5If needed, create a new Purchase Order with the correct details. Check the supplier and currency first.

For physical returns as well as corrections, see How to return stock to a supplier.

Step 5: Correct a completed Assembly

1. 1Go to Inventory > Transactions > Stock Adjustments > Add Adjustment.
2. 2Add back the components the assembly used, at the same quantities and values.
3. 3In the same adjustment, remove the assembled product at the same quantity and value.
4. 4Add an Adjustment Reason and complete the adjustment.
5. 5Create a new assembly with the right components if needed, and fix the Bill of Materials so future assemblies are right.

Step 6: Correct a wrong Stock Adjustment

1. 1Go to Inventory > Transactions > Stock Adjustments and click Add.
2. 2Create a reversal with the same account, products, quantities and values, in the opposite direction. If the first one added 10 units, this one removes 10.
3. 3Complete it, then create a new adjustment with the correct account and figures.
4. 4Leave a note on each adjustment explaining why. It helps at audit time.

If something doesn't look right

• Return was ticked on a Credit Note by mistake: create a new Sales Order for the same customer with the credited items and complete it. For simple cases, a Stock Adjustment can fix the stock instead.
• Return was left unticked by mistake: create a new Credit Note from the original Invoice with Return ticked, then a new Sales Order to sell the stock again.
• Stock came back on a Credit Note without Return ticked: this can happen when the related shipment wasn't completed.
• An invoice was over-credited: complete the order, then raise a second Credit Note with Credit Price 0 and Return ticked for the lines to put back. Use a temporary Stock Adjustment if stock is short, and reverse it afterwards.
• A delivery charge was credited by mistake: credit the whole order and recreate it. If you use Xero, you can instead delete the delivery charge line in Xero, but Unleashed will still show it as returned.
• A drop ship Purchase Order went to the wrong supplier: delete the linked Sales Order lines, re-add them, and delete the Purchase Order if it hasn't been receipted or completed.
• A Sales Order you no longer need can't be deleted: complete it to clear it from open orders, and credit any lines you need to reverse.

Where Unleashed leaves the work to you

• Every correction is a new transaction someone has to create, check and complete, often two or three for one mistake.
• Reports and inventory values reflect the mistake until the correcting transaction is completed.
• Temporary stock adjustments have to be reversed by hand.
• You need to check that corrections reach your accounting platform correctly and that nothing is duplicated.
• Completed costs don't change after the fact. A fixed Bill of Materials only helps future assemblies.

Where Logistify fits

Logistify doesn't correct, credit or delete transactions in Unleashed. It helps earlier, when orders are entered: the Sales Order Service enters customer orders into Unleashed as sales orders, a person reviews held orders before they go in, and the order demand check flags lines well above a customer's usual quantity before they become a sales order.