Confirm, edit, cancel, revert or copy an order

Where: open the order (Sales → Sales orders → select the number). The buttons appear under Order information, and only when they're allowed.

Button	Shown when	Permission
Edit	Draft	sales.order.update
Confirm	Draft, with no approval pending	sales.order.approve
Cancel	Draft or Confirmed	sales.order.cancel
Revert to Draft	Confirmed or Cancelled	sales.order.update
Create Invoice	Confirmed, with no invoice yet	sales.invoice.create
Dispatch	Confirmed or Partially dispatched (active once the invoice is paid)	sales.order.dispatch

Confirm

Confirming means "this order is agreed": stock is reserved for it.

1. Check the lines, prices and the Breakdown.
2. Select Confirm and answer "Confirm this sales order?".
3. You'll see "Sales order confirmed successfully." The status becomes Confirmed.

What happens:

Message	Meaning
"Insufficient available stock: productId=… requested=40 available=25"	Not enough free stock in that warehouse. Add or move stock, or reduce the quantity.
"Sales order has pricing overrides pending approval"	A discount still needs approval.
"Sales order must have at least one line to confirm"	Add a line.
"Only DRAFT sales orders can be confirmed"	It's already confirmed or cancelled. Reload.

After confirming, check Inventory Balance at the default location: Reserved should have gone up. See Before you start.

Edit a draft

Select Edit, change anything, and select Save Order. Prices are recalculated. Only Draft orders can be edited ("Only DRAFT sales orders can be updated"). To change a confirmed order, use Revert to Draft first.

Cancel

Select Cancel and answer "Cancel this sales order?" ("Sales order cancelled successfully."). If the order was confirmed, its stock reservation is released.

Revert to Draft

Use it to change a confirmed order (for example, the customer adds 5 mugs), or to bring back a cancelled one. Select Revert to Draft and answer "Revert this sales order to draft?". A confirmed order's reservation is released; confirm again after editing.

Orders that already have an invoice

Cancel and Revert to Draft are still offered on a confirmed order that already has an invoice, even a paid one. Don't use them on invoiced orders: the invoice and payments stay as they are, and would no longer match the order. Speak to Accounts; corrections to invoices are made in the Invoicing module (for example with a credit note).

Copy

From the register, select the copy icon (Copy Sales Order). A new Draft with the same details and lines is created, dated today. Great for repeat customers.

Example: the customer changes their mind

Situation	What to do
Before confirming: wants 50 mugs, not 40	Edit → Quantity 50 → Save Order
After confirming, before the invoice: wants 50	Revert to Draft → Edit → 50 → Save Order → Confirm
Before invoicing: no longer wants the order	Cancel
After invoicing or payment	Don't cancel here; ask Accounts