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Reverse a processed supplier order ​

When to use it ​

Undo an eligible order that has already affected stock or unpaid bills. Reversal changes the order, stock records, and linked unpaid bills.

Before you start ​

  • You need reversal rights for Inventory Management. Agree the reason with the responsible reviewer before proceeding.

What this changes ​

The order is marked cancelled, its linked stock entries are reversed, and eligible outstanding bills are declined.

A supplier order sets up a purchase. Receiving it records stock and a bill; approval, dispatch, receipt and payment are different stages.

Steps ​

  1. Open Sourcing → Supplier Orders and inspect the order, received quantities, and linked bills.
  2. Choose Reverse from the order actions.
  3. Enter a clear reason. Check the order reference before confirming.
  4. After success, reopen the order and check its cancelled status. Check the stock changes and linked bill statuses with the reviewer.

Screenshot placeholder: Reverse a processed supplier order. Show Supplier Orders → Reverse reason dialog, with the controls described above visible.

Screenshot to add: Reverse a processed supplier order. Show Supplier Orders → Reverse reason dialog, with the controls described above visible. Capture filename: images/reverse-supplier-order.png.

Restrictions and help ​

  • A paid or partly paid linked bill prevents reversal. Ask Finance to resolve it; reversing an order does not refund money.
  • If the action fails or its result is uncertain, refresh the order and bills before retrying.
  • Do not use reversal solely to change a single received quantity; first consider a bill or credit correction.

If something went wrong ​

After an error or unclear result, check the original order status, stock history and linked bills before repeating Reverse. Cancellation and the stock/bill changes may already have succeeded even if a later calculation failed. Give the reviewer the order reference and exact message.

If a paid or partly paid bill blocks reversal, ask Finance to check the payment and agree the correction. Do not change its payment status merely to make reversal available.

If you reversed the wrong order, there is no undo-reversal control in this guide. Ask Sourcing, Inventory and Finance to review the cancelled order, reversed stock and declined bills before creating a replacement or recording any new receipt.

What the correction changes ​

Reverse cancels the order, reverses its linked stock entries and declines eligible outstanding bills. It does not return goods, refund payments or automatically recreate the purchase.

Check the correction ​

Check Cancelled status, stock history and every linked bill. If a replacement is agreed, keep both references together and confirm the same physical delivery and amount owed have not been counted twice.