Cancelling sales in Brightpearl Video Lecture | Using Brightpearl:Sales Order Processing - E-Commerce

so a customer decides that they don't
want to go ahead with an order or else
perhaps you've made a mistake what do we
do this video shows you everything you
need to know about cancelling sales
we're going to look at canceling a quote
or an estimate we're going to look at
canceling an order before it's shipped
and then we're going to see what to do
about canceling an order after it's
shipped and there's also the question of
deposits and prepayments what do we do
about them before we go anywhere near
canceling a sale we need to make sure
that there's an appropriate status and
you can see here at the bottom of the
list I've got one called cancelled you
can reach this screen from set up sales
and sales statuses once you've created a
cancel status you need to go to the
sales workflow screen and select it as
your cancelled status if you have a
draft sale or an estimate or a quote
that's not had any payment taken against
it which we can see here and similarly
is not allocated or fulfilled or shipped
then all you need to do is update the
sales status to cancelled and you can
either do that from the sales list using
the batch actions or you can drop into
the sale select the cancel status and
then Save Changes here we have a sale
that's been fully allocated which you
can see by the green tick if we cancel
this particular sale and save changes
you'll see that all allocations are
automatically released if however the
sale is fulfilled which we can see using
the green brick here you can't cancel
the sale because there's a shipment
that's in the warehouse that's probably
about to be shipped or maybe a dropship
purchase order so what we need to do is
we need to go and delete that Goods out
note before canceling or else delete the
dropship purchase order you can delete a
Goods out note by going sales goods out
notes due to ship and then just clicking
the Delete icon on the right hand side
deleting the goods out note marks the
sale is unfulfilled and then you can
cancel it in the normal way that's fine
as long as your goods out note is not
yet shipped but if your goods out note
has shipped which is an irreversible
operation we actually have to create a
credit note here's that same sales order
a little later down the line it's been
fully
kept fully invoiced and if I scroll down
we can see that it's also been fully
paid we can't cancel this anymore so
let's create a sales credit you can
either do this from the Save Changes
button clone to credit note or you can
select all items on the sale and click
clone to sales credit and what we're
going to do here is receive inventory
and refund the customer so first of all
clicking receive inventory receives all
of the items into stock and there's a
separate video on refunds and exchanges
which goes into more detail here we also
need to make a payment back to the
customer so we'll click do refund choose
the bank account from which we're going
to pay them and let's say we're
refunding it back on to that credit card
enter the amount notice it's a negative
payment and then click allocate payment
we can now see that the paid amount on
this credit matches the total and then
finally to balance all the books we hit
credit we've now received that shipped
inventory back in we've refunded the
customer and we've completed the sale
and the credit here's another sale not
yet fulfilled or shipped yet it does
have a payment against it so if I try
and cancel this we get an error because
we can't cancel an order if it's got
payments against it so what we need to
do is reverse out this payment first
simply hit take payment put a negative
number for the payment you've taken so
far choose the bank account that you're
making the refund from and then allocate
the payment you can now see that there's
nothing paid against this sale so i can
update the status to cancelled and save
when your batch processing a number of
sales from the sales list you can choose
to exclude canceled sales so show the
filter and then from the order status
menu select them all but untaek you
cancel sales filter the report where we
can see that all the council sales have
been excluded so we saw how to cancel a
quote or an estimate before any
fulfillment was created we simply
updated it to cancelled if a Goods out
note or drop ship was created and
shipped you just need to delete that
goods out note if the goods out note has
been shipped you actually have to go all
the way through and complete the sale
and then create a sales credit and then
if orders do have deposits or
prepayments and you want to cancel it
you need to reverse out those payments
first that takes us to the end of the
video about canceling sales it might
also be worth having a look at the video
about refunds and exchanges