Our company brings in sales orders via our homemade website. Quiet often we have to change the order quantity on a sales order. When we do that and press save we get an error that says “Applied Amount Cannot Exceed the Unbilled Balance”. We have been able to plug numbers into the payments screen until we are able to save but I don’t think we are doing it the appropriate what. What is the correct steps for changing the quantity ordered for an SO?
Answer
Adjusting Sales Orders: Applied Amount Cannot Exceed the Unbilled Balance
Best answer by jharsh
AS for the SOP of you enter your topic in the main search location in Acumatica at the top left the results will have tabs and the third tab over will take you to the documentation for that topic.
You can add the Authorize.net app to Acumatica so if you then run the cc inside Acumatica it will vault the token for that customer to reuse if necessary.
HI SB,
Sounds like you are collecting either a prepayment with an authorization or capturing on a credit card or Paypal or other method.
In that case Acumatica will not save the order revision for a Prepay terms customer unless you reauthorize for the amount or re capture the extra amount to match the order amount.
If you are not downloading and vaulting a credit card token you may have a problem, but if you are doing manual credit card entry and processing (not really recommended) you can just change the payment type to something like net 30 and it will save not problem and then you can fiddle with your payment as necessary
HI SB,
Sounds like you are collecting either a prepayment with an authorization or capturing on a credit card or Paypal or other method.
In that case Acumatica will not save the order revision for a Prepay terms customer unless you reauthorize for the amount or re capture the extra amount to match the order amount.
If you are not downloading and vaulting a credit card token you may have a problem, but if you are doing manual credit card entry and processing (not really recommended) you can just change the payment type to something like net 30 and it will save not problem and then you can fiddle with your payment as necessary
Hey J! Thanks for the insight! In 99% of our cases we end up owing customers some sort of refund so it’s not often we have to rerun their card.
Currently we are using Authorize to capture credit card payments via our website. I’m not on the web team so I’m not familar with the idea of vaulting credit card tokens.
So with all of that being said there is no SOP for editing a SO?
AS for the SOP of you enter your topic in the main search location in Acumatica at the top left the results will have tabs and the third tab over will take you to the documentation for that topic.
You can add the Authorize.net app to Acumatica so if you then run the cc inside Acumatica it will vault the token for that customer to reuse if necessary.
Correct Steps to Change the Quantity Ordered in an SO
Check the Order Status
Navigate to Sales Orders (SO301000).
Locate the Sales Order you want to modify.
Ensure the order is in a status that allows modifications (Open or Hold). If it’s Completed or Closed, you may need to create a return or an adjustment.
Review Related Transactions
Go to the Invoices tab in the Sales Order screen.
Check if an invoice has already been generated for the order.
If an invoice exists and is fully applied, you cannot directly change the quantity in the SO.
Adjust the Applied Payments (If Needed)
If a payment has been applied, navigate to Receivables → Payments and Applications (AR302000).
Locate the payment and ensure the applied amount does not exceed the updated balance.
If necessary, unapply the payment, update the SO, and then reapply the payment.
Modify the Quantity in the Sales Order
In the Sales Orders screen, adjust the Order Quantity for the line item.
Ensure the Unbilled Amount remains aligned with the changes.
Recalculate and Save
Click Recalculate Prices (if necessary) to adjust taxes, discounts, and totals.
Press Save to update the order.
Regenerate the Invoice (If Applicable)
If the order was already invoiced, generate a Credit Memo for the difference or create a new invoice reflecting the updated quantity.
Key Considerations
If an invoice has already been issued, you cannot simply update the SO quantity without adjusting the invoice and payments.
If the order is partially invoiced, you may need to issue a Credit Memo or Return Order.
If payments were applied, ensure they do not exceed the updated order total.
Use the Adjustments or Credit Memos feature if the order has already been processed.
+15Our company brings in sales orders via our homemade website. Quiet often we have to change the order quantity on a sales order. When we do that and press save we get an error that says “Applied Amount Cannot Exceed the Unbilled Balance”. We have been able to plug numbers into the payments screen until we are able to save but I don’t think we are doing it the appropriate what. What is the correct steps for changing the quantity ordered for an SO?
May you can unlink the sales order from payment and make the changes.
After the changes are applied please update the sales order again.
Acumatica Functional Consultant & Customer Experience Supervisor
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