Editing orders, and the Orders tabs from To confirm to Done

Why do orders need editing at all?

Because customers change their minds. A shop rings back to add a case of water, a rep keyed six where the customer meant sixteen, a price was agreed on the phone after the order went in. A wholesale business that cannot change an order ends up cancelling it and starting again, which loses the order number, confuses the customer and leaves a cancelled order in every report.

EasyTaskr edits the order in place. The order keeps its number and its customer, and the change is saved through the same checks whether you make it in the till or in the order panel.

What do the Orders tabs mean?

The Orders page has five tabs across the top. Each one is a filter worked out on the server, so it covers your whole history, not just the orders on the first page.

The page remembers the last tab you used in that browser. With nothing chosen, it opens on To confirm when customers have sent orders waiting for you, and on All when they have not. An empty tab says what belongs there, for example "Nothing waiting to be sent."

Done is where an order goes when there is nothing left to do: the goods are out and the money is in, or the order was delivered or cancelled. It is the tab to check when a customer asks about an order from last month, and a quick way to see that a week's work is closed.

How do I confirm an order a customer sent?

Open it from To confirm. For orders from catalogue and price links, the order panel says plainly at the top what is being decided, with Confirm order and Reject side by side. Confirming moves the order to Placed and puts it on the customer's account; rejecting cancels it. If the customer was matched automatically and the match is not certain, the panel asks you to check it is really them before confirming, because the order goes on their account.

An order from your online shop has a single button instead: Confirm order — tell the customer on WhatsApp.

If a customer's draft needs changing before you accept it, use Edit order first. A draft opens straight in the order panel's line editor, so a link order never has to pass through the till.

How do I edit an order?

Open the row's menu and choose Edit order. What happens next depends on the order:

• A draft opens in the order panel with the line editor already showing.
• Any other order opens in the till with an Editing banner and the order number across the top.

In the till, the order's lines are loaded into the cart with their saved prices and line discounts, and the customer is already chosen. Scan or tap products to add more, change quantities with the cart controls, or take a line off. A saved line discount can be removed in the cart; to set or change a discount, use the order panel's line editor. The banner also carries the order's status, and a Cancel edit link. The browser asks before you close the tab while an edit is open, so the order's lines are not left behind by accident.

Two buttons change their names while you edit. The account button reads Save changes and saves the edit straight away without a new charge, because the goods were already charged when the order was placed. The pay button reads Review changes.

What does Review changes show?

It opens the order review, the same screen used to confirm a new order, with Save changes as its main button and the new total. When the customer has already paid something towards the order, it also shows Previously paid and Still due on this order, so nobody asks for the whole amount twice. If the customer pays now, enter it here. The payment is recorded against their account and settles their oldest unpaid bills first; anything over what is due stays on the account as credit.

What does the order panel's line editor do?

It fixes lines without opening the till. The panel shows Items with a count, and each line has Qty, Unit price and a discount as a percentage or an amount, with a button to remove the line. Add product opens a product picker. The New total updates as you type, and Save changes or Cancel finish the job. An order needs at least one line, so the last line cannot be saved away.

The line editor opens by itself for drafts. For other orders, the panel's Edit button opens it, as long as the order has not been dispatched, delivered or cancelled. It saves through the same path as the till, so the rules below apply either way.

Who can edit what?

The rules are checked on the server, not just hidden on screen:

• The owner, admins and sales managers can edit any order until it is dispatched.
• Other staff can edit only orders they created, and only while the order is Draft or Placed.
• Nobody can change the lines of an order that is dispatched, delivered or cancelled.

On the Orders list, the row menu hides Edit order for delivered and cancelled orders, and for a sales rep once an order has moved past Placed. In its place is a short note saying why, such as "Can't edit: Sales reps can only edit Draft or Placed orders".

The status list in the till's Editing banner follows the same idea. An admin sees every status. Everyone else sees the current status, the next step and Cancelled. The server has the last word: a move it refuses, such as cancelling an order that is already being picked, is undone on screen with a message saying why.

Step by step: add an item to a placed order

1. Open Orders and pick the All or To send out tab.
2. Find the order with the search box: the customer's name or code, the order number, or the invoice number all work.
3. Open the row's menu and choose Edit order.
4. Check the banner reads Editing with the right order number.
5. Scan the extra item, or tap its tile, to add it to the cart.
6. Change any quantity that is wrong, and remove a line the customer no longer wants.
7. Press Review changes to check the new total.
8. If the customer is paying now, enter the amount and how they paid.
9. Press Save changes. A message confirms the update, and any payment recorded with it.
10. Back on Orders, open the order to check the lines and the new total.

What should I watch for?

Edit before you dispatch. Once goods are on the van, the order is locked to protect the delivery note and the invoice. Make a habit of checking the lines with the customer before the order goes to picking.

Keep payments with the edit. Taking money at the counter and saving the edit separately is how balances go wrong; entering it in Review changes keeps the order and the account in step.

Check the tab before you promise anything. An order sitting in To confirm is not on the customer's account yet, so a customer who rings about it should hear that it is waiting for you, not that it is on its way.

After the edit

Edits happen in the POS till, so everything there works while you edit, including barcode scanning. The orders themselves come from wholesale orders taken by reps and from customers' links in online ordering. Payments recorded during an edit land on the customer's balance in customer credit. For the walk-in counter, where there is no order to edit, see Quick Sale, and for the options that shape the till itself, see till settings.