Reversing Status Milestones

Yes, mistakes happen. In many functions that create status milestones like "issued," or "shipped," FF&EZ expects a specific sequence to occur and prevents some functions from being used prematurely or disables changes to data on which issued milestone documents depend. This is detailed in the FF&EZ's Order Workflow section.

In order to handle mistakes and unexpected changes, FF&EZ allows you to "undo" milestones in the reverse order in which they normally occur. The table below covers each milestone, and typical problems that might need to be addressed by reversing them starting with the last in the typical processing sequence.

The table is arranged in last to earliest as you move down the entries. To use the table:

Locate the step where the problem has appeared.
Determine whether using the "adjustment" approach described below is a better solution. If not...
Move up in the table to the last processing step that was done after that (typically problems are noticed before this goes too far, especially if you use report previews prior to printing final documents).
Work back down the list, reversing or cancelling steps, to the step where the original problem occurred.

Please note that for many of the items, there are two options, the first of which is "Create a new adjusting line item." That is, the first option may be to not reverse a milestone but instead create a new special line item on the order: One that adjusts the results to correct the issue. This might be:

Cloning a specific item, then entering a positive or negative "Cost" difference that offsets an incorrect cost, using a quantity that matches the one causing the problem.

Cloning an item, then entering a positive or negative "Quantity" that offsets an incorrect one that was already processed.

Adding an additional freight or tax charge using the appropriate special item type.
Adding a lump sum credit or additional charge with that special item type.

New items added this way will not appear on any existing milestone documents, but can be processed normally to generate a new transaction (such as an additional check request).

Note: An extra item will appear on a document if you 1) void the previous version of the document and 2) the item meets the same criteria as the now "unprocessed" items on the old document. So a combination of both options (if available) can also be used to issue a new document with a new adjustment line. This makes sense if you needed to add an item like additional freight to a single balance check request or client invoice.

If the existing milestone document was seriously flawed or a payment was applied to it by mistake or incorrectly, then the second options are the ones to use.

Milestone to Reverse	Problem/Issue	Steps
Client Invoices
Client balance invoice issued	A balance invoice for amounts owed to you has incorrect data. Note: Changes to an applicable tax percentage on the order will be reflected if you reprint the invoice, however you are responsible for communicating this.	Option 1 Create a new adjusting item on the order and process separately. Option 2 Display the Invoices screen. Highlight the invoice you need to cancel. Click on Void and confirm. This releases all the items on the invoice to be corrected as needed and re-invoiced.
Client deposit payments recorded	An incorrect payment was applied to a deposit invoice paid by your client to you. Deposit payments are only recorded on the order, not individual items, so corrections do not require a special function.	Amounts recorded in the "Client Deposit Requirements" section of the order form can be edited as needed: On the Orders List, locate the purchase order in question. If needed, use the "Show client deposits" option at the bottom. Use the Edit command to enter the correct payment amounts (or clear that information).
Client deposit invoice issued	An invoice for a deposit owed to your firm has incorrect data. Although this type of invoice occurs much earlier in the overall process, it only affects final invoices to your client. This only refers to payments from your client to you, not a vendor. Vendor deposits are handled with the check request procedures below.	Display the Invoices screen. Highlight the invoice you need to cancel. The invoice cannot have any payments recorded (if it does, see the step above to clear payments). Click on Void and confirm. This releases the order(s) on the deposit invoice to be corrected as needed and re-invoiced.
Vendor Invoices, Balance Requests
Payment applied to vendor balance check request	A final balance payment to a vendor was applied to the wrong check request or was applied to a check request that was incorrect (and which you might then void)..	Display the Check Requests screen. Highlight the request that had the incorrect payment. Click on Clear Payment and confirm. This removes payment information, allowing either a different request to be paid or the current request to be voided.
Vendor balance check request issued	A balance check request was issued prematurely or with incorrect data. Balance requests are driven entirely by the net vendor amounts entered from a vendor final invoice. Quantities are shown for reference. If these are incorrect, you should void the request and reset the vendor entries so that the correct numbers can be entered (see next).	Option 1 Create a new adjusting item on the order and process separately. Also see Vendor Credits, Refunds, Returns. Option 2 Display the Balance Requests screen. Highlight the request you need to cancel. Click on Void and confirm. This releases all the items on the request to be corrected as needed and re-processed on a new balance request. A request cannot be voided if it has been paid (see previous section for clearing a payment).
Vendor final invoice entered	You processed a vendor invoice with Enter/Reconcile Vendor Final Invoices and discovered a major problem with what was on the invoice.	Option 1 Create a new adjusting item on the order and process separately. Option 2 Display the Expediting screen. Highlight any item in the order where you need to clear the vendor invoice Click on Update Order Status. Select the "Reset vendor invoice entries" option near the bottom. If more than one invoice was processed on the order and you wish to clear only that invoice, select the one that needs to be reversed. Click Okay to remove the vendor invoice entries and "un-apply" any deposit that was applied to the affected items. A new or corrected vendor invoice can now be entered.
Shipping Status On "shipped" and "delivered" status entries, FF&EZ requires a date before it allows an entry for either quantity. To remove any quantity entered in error here, you must do it in reverse order starting with the quantity. If you updated an entire order with Update Order Status, at this point the only way to "undo" that is using Update Item Status to change individual items. However, it is more likely that the problem only applies to specific line items anyway. With one exception, changes to "shipped" quantities cannot be done if the line item has appeared on an already processed vendor invoice, an active balance request or a client invoice. These will need to be voided first (see options for this above). Exception: You can enter a lower "shipped" quantity if you are recording a shipping split that does not change the total shipped quantity for that single line. As expected, FF&EZ will create a split for the remainder. Any invoiced or paid amounts will be split in proportion to the two quantities you enter, with payments applied in "first in, first paid" order.
"Received" quantity entered	The received quantity entered with one of the Expediting screen's Update commands is incorrect.	On the Expediting screen, highlight the item. Click on Update Item Status. Change the quantity. If you are removing a premature entry, set the "Recv'd To-date" quantity to zero first, then delete the date entry. You can use [Shift-Tab] to move backwards on any screen.
Created shipping split	Either: You allowed FF&EZ to create a shipping split after entering less than the expected quantity�but the difference should have been recorded as a final variance. A split was created with the wrong split quantities.	If the quantities are wrong, but still add up to the correct total, simply use Update Item Status to change the numbers in each split. If the split was created in error: Locate the pair of splits (if there are multiple splits on the same item, you must start with the last two splits). Highlight the upper of the two splits (the "original" line). Click on Unsplit and confirm. The lower split will be added back to the original. Any shipping dates will be cleared (re-enter as needed).
"Shipped" quantity entered	The shipped quantity entered with one of the Expediting screen's Update commands is incorrect.	On the Expediting screen, highlight the item. Click on Update Item Status. If a "received" quantity has been entered, it must be cleared first if you are also clearing the shipped quantity, Change the quantity. If the quantity is different from the original quantity, FF&EZ will require that you resolve this with the options immediately below the date. If you are removing a premature entry, set the "Qty Shipped" value to zero first, then delete the date entry.
Vendor Deposits, Orders There are limitations to changes to existing deposit data, which would be remedied by using actions above: You cannot remove deposit payments if the any of the deposit has been applied by using Enter/Reconcile Vendor Final Invoices. In that situation, you must clear the final invoice first. See "Vendor final invoice entered" above. You cannot reduce the deposit paid to less than what has been applied. You can increase the deposit requirements and the deposit paid, but if a balance request has been issued, the system will remind you to print an "Additional Deposit Request" (available using the Request List screen's Print command). You cannot void a deposit request if a payment has been recorded.
Deposit payments entered	The payment was entered on the wrong order or was incorrect in some way. The option you use will depend on whether you issued a formal "Deposit Check Request" document or simply recorded the deposit amounts required and paid to the vendor.	Option 1 (when a check request was issued) On the Check Requests screen, highlight the check request. Select the Clear Payment command and confirm it. Option 2 (no check request issued) On the Orders screen, highlight the order. Select Edit from the main "Commands" section (not for items). Change or blank out all the deposit payment information.
Deposit request issued	A deposit request with incorrect amounts was issued.	On the Check Requests screen, highlight the check request. Select the Void command and confirm it. If the command is not enabled, the request has either already been voided or the deposit has been applied with Enter/Reconcile Vendor Final Invoices (which would need to be reversed).
Order Issued	An order was issued incorrectly.	At this point, there isn't an "undo" for the issuing process. Automatic revision tracking is enabled to keep track of major changes. If an order is so wrong that you cannot use it, highlight the order on the Orders screen and use the Void command, which also closes the order (it will disappear from the list if the "Hide closed orders" option is in effect). You cannot void an order that has had further processing updates (these must be reversed with instructions shown above in this table). See Making Changes and Corrections for more detail on correcting and revising orders.