Managing inventory efficiently is a crucial part of handling orders and maintaining stock levels in Unleashed Access. This guide provides step-by-step instructions for managing dispatched stock and other inventory scenarios.
Once stock has been dispatched (shipped) on a Sales Order, it cannot be undone. Orders with completed shipment and invoicing are locked to maintain data integrity and traceability, which are critical for accurate inventory management and accounting processes, aligning with best practices in accounting and inventory control.
You will need to complete an invoice for the dispatched stock and then create a Credit Note to return the sale and stock to your inventory, reversing the transaction. Unfortunately, if items have already been dispatched, there isn’t an alternative method to bring them back into inventory without processing a credit. This ensures the accounting and stock levels remain accurate.
General rules and restrictions on deleting Shipped Orders
Once a sales order is shipped, it is locked to ensure integrity in your records. This is a system-wide rule designed to safeguard accurate inventory movements and order tracking.
If the stock is still due to be shipped but at a later date, use the Clone function in the Sales Order's Order dropdown menu to efficiently re-create the original Sales Order and re-dispatch the stock as and when required.
If certain lines in the original sales order are unfulfilled and uninvoiced, you may be able to modify or delete these specific lines unless restricted by the system due to prior processing.
Handling platform-specific scenarios, like Shopify
For systems integrated with platforms such as Shopify, orders marked as shipped in the platform will be treated similarly in Unleashed. To address errors in such orders, the recommended approach is to complete the shipment and raise a credit note to adjust inventory and manage any corrections needed.
Reverse dispatching stock that hasn't been invoiced
This workflow ensures the accurate tracking of inventory and financial records.
Step 1: Complete an Invoice for the dispatched Shipment
In the Sales Order that's been dispatched but not yet invoiced head to the Shipments tab.
In the Shipment tab, hover over the Action Cog on the shipment line and select Create Invoice.
Complete the Invoice.
Step 2: Create a Credit Note to credit and return the dispatched stock
Go back to the Sales Order and in the Invoices tab, hover over the Action Cog for the newly completed invoice and select Credit.
A new Credit will be created, populated with the invoiced stock. Tick the Return checkbox in the Credit Lines to ensure the stock is returned to your inventory.
Click Complete in the Credit Note, and the invoiced stock that was shipped on the Sales Order will be returned to your stock on hand to sell or use again.