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How to Edit and Modify Sales Orders

Updated

Edit existing sales orders to update products, quantities, pricing, addresses, and payment information. Learn when orders can be edited and how payment adjustments work.

Important: Orders cannot be edited after they've been marked as Shipped, Partially Shipped, or Cancelled. Payment adjustments must be processed manually after editing.
📋 When Orders Can Be Edited

Editable Order Statuses:

  • Pending Approval - Fully editable
  • Warehouse - Editable before items are picked or shipped
Auto-Approve Sales Orders: In Settings > General Settings, you can enable Auto Approve Sales Order to skip Pending Approval status entirely. When set to "Yes", orders go directly to Warehouse status after placement.

Non-Editable Order Statuses:

  • Picked/Packed - Inventory already committed to shipment
  • Partially Shipped - Some items already shipped (can only edit unshipped items)
  • Shipped - Order completed, requires RMA for changes
  • Cancelled - Cannot be reactivated or edited
✏️ How to Edit an Order

Standard Order Editing

1Navigate to Orders → Search Orders or select order status (Pending Approval or Warehouse)

2Click on the order number to open the View Sales Order screen

3Click the Edit Order button at the top of the page

4Make your changes in the Order Information screen

5Click Recalculate Total to update pricing, tax, and shipping

6Click Save Changes when finished

What You Can Edit

Products and Quantities:

  • Click Add New Item to add products
  • Click the X icon to remove products
  • Modify the Qty field to change quantities
  • Update product options (sizes, colors, variants)

Pricing and Discounts:

  • Adjust unit prices for individual products
  • Apply or modify promotional discounts
  • Add or remove loyalty rewards points

Shipping Information:

  • Update shipping address
  • Change shipping method or carrier
  • Modify shipping charges (manual or recalculate real-time rates)

Billing and Customer Information:

  • Update billing address and payment method
  • Modify customer contact details (email, phone)
  • Add or edit order notes and special instructions
  • Assign or change sales representative
⏸️ Placing Individual Items On Hold

You can place specific line items on hold within an order to prevent them from being fulfilled while allowing other items to ship normally.

Important: Items can only be placed on hold when the order status is Warehouse. This feature does not work for Pending Approval orders.

How to Manage Items On Hold

1Open an order with Warehouse status

2Click the Manage Items On Hold button at the top of the order

3Check the box next to items you want to place on hold

4Click Save Changes

When to Use Items On Hold

  • Customer requests: Delay specific items per customer instructions
  • Payment issues: Hold high-value items pending payment verification
  • Partial fulfillment: Ship urgent items immediately while holding others

Releasing items from hold: Return to Manage Items On Hold, uncheck the items, and click Save Changes.

💳 Payment Implications of Order Edits
Critical: Pulse Commerce does NOT automatically charge or refund customers when orders are edited. You must manually process all payment adjustments.

If Order Total Changes

1Edit the order and save changes

2Navigate to the Payment History tab

3Manually charge the customer's card for the difference through your payment gateway

4Record the additional payment in Pulse by selecting a payment method and entering the amount

5Click Apply Payment

Changing Payment Methods

If you change the payment method while editing, you must manually process payment using the new method. You cannot change payment methods for already shipped orders.

⚠️ Common Issues & Solutions

Cannot Find Edit Order Button:

  • Cause: Order status prevents editing (Shipped, Cancelled, Partially Shipped)
  • Solution: Orders in final states cannot be edited. Create a new order or process an RMA for shipped orders.

Changes Not Saving:

  • Cause: Failed to click Recalculate Total before saving
  • Solution: Always recalculate totals after making changes, then click Save Changes.

Shipping Rates Not Updating:

  • Cause: Products missing weight/dimensions or invalid shipping address
  • Solution: Verify product catalog has accurate weight data and shipping address is complete and valid.

Tax Amount Incorrect After Edit:

  • Cause: Tax recalculates based on current shipping address and tax rules
  • Solution: Click Recalculate Total to refresh tax calculations. Verify shipping address and tax nexus settings.

Customer Cannot See Order Updates:

  • Cause: Notification emails may not send automatically after edits
  • Solution: Use Print & Email Options → Resend Order Confirmation Email to notify customer of changes.

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