How to Edit an Order

How editing works

Click Edit Quote or Edit Order. The New Quote popup opens with all fields preloaded from the original order. You can click through each step and change whatever you need.

The button shows a spinner while the order loads, and the editor opens once it has, with the saved prices filled in. While the prices are loading, the pricing card reads Loading pricing... and the price boxes stay locked, so nothing can be typed over a price before it arrives. If the saved prices cannot load, the card says so and offers Try again.

You can edit everything: customer info, cemetery, monument configuration, accessories, pricing, line items, notes, billing, and the sketch itself. The sketch is unlockable in the Edit flow, so you can fix typos in the decedent name, redo the design, or update artwork without duplicating the order.

Buttons your role cannot use are greyed, for example removing a plot or a decedent that is already saved. Hover a greyed button to read "You don't have permission to do this. Please contact your company owner."

To rename the order, click Order # in the editor's header and type a different number. The order is saved under that number exactly as typed. If another order in your company already has the number, archived and deleted orders included, it is refused and the field shows Already used.

Editing keeps the tax rate the order was saved with, even if your company, location, county or ZIP code rates have changed since. The question mark next to the rate on the pricing card then reads Using the rate this order was saved with. Only a rate you type there changes it, and the reset link next to a typed rate goes back to the automatic rate. Editing also keeps the cemetery fees the order was saved with, even if you changed them in Settings since. To use a fee's current amount, untick that fee and tick it again. Learn more: How the Pricing Panel Works

Saving your edit

The footer button reads Update Quote on a quote and Update Order on a confirmed order. Press it and MonuDesk first shows the edit confirmation listing what you changed (see Confirming your changes below). Once you agree, the wizard closes right away. You are back on your order board immediately, and the board refreshes in the background with your change on it. Save as Draft and Save as Confirmed Order behave the same way.

Saving an edit never sends the automatic portal email or text to the family. To send the portal link again, use Send Portal Link under Customer Portal in the order.

An Update save never deducts stock. MonuDesk asks about deducting inventory at the confirmed save and when the order is moved onto the Confirmed Order stage, not when you update an order that already exists.

If your role cannot edit billing details, the client step tells you exactly what was kept: Billing details not saved, "Your role cannot edit billing details. Any other client changes were saved." The purchaser and additional-contact changes you made are saved.

Learn more: How to Fill In Client Information

Adding fields you skipped during creation

Cemetery, color, finish, and size are optional when you create an order. If you left any of them blank, click Edit Order to fill them in later. Step through the wizard and add the values you need.

When you save, the order updates everywhere: the Order Overview, the order cards, and any PDFs you regenerate. Cemetery fees recalculate automatically when you add a cemetery. The tax rate stays the one the order was saved with; if the new cemetery's county or zone rate should apply, click the rate on the pricing card and type it in.

Saving an edit on a confirmed order also fills in to-dos the order was missing. Add a vase, a porcelain or an etching to an order that is already saved, or set a stone's Foundation Material to Concrete or Granite, and the matching to-do is raised on save instead of only when the order was first created. A foundation size or price typed on a stone whose Foundation Material is None does not count. None means that stone has no foundation, so no Foundation to-do is raised for it. This only ever adds: taking an item back off does not remove its to-do, and a to-do already in progress keeps the step and notes it has.

Editing the sketch after the order is created

Click Edit Order and step through to the Sketch & Inscription step. The sketch builder opens with your existing sketch loaded, ready to modify. Adjust text, shapes, fonts, layout, or replace it entirely. Save when you're done and the sketch updates on the order. If no sketch was built yet, you can also click the empty sketch preview directly on the Order Overview to upload a file. MonuDesk then asks whether to show that drawing to the family in the customer portal or keep it internal.

If the family has already approved the drawing through the customer portal, the approved version stays on record. Any sketch changes after approval are treated as a new revision.

You can also upload a separate drawing file to Notes & Files in the Drawing category if you'd rather attach artwork than build it in the sketch builder. Uploaded drawings and built sketches both render on the Contract and Shop Ticket PDFs.

Changing an order to customer pickup

An order the customer collects has no cemetery on it. Click Edit Quote or Edit Order and step to Cemetery & Logistics. In the Cemetery & Plot Details card, to the right of Add New on the Cemetery field, there is a package-icon button. Its tooltip reads "Customer pickup: no cemetery, the customer collects the stone."

1. Click the package button. It fills solid, the Cemetery field shows Pickup, and the tooltip changes to "Customer pickup is on. Click again or pick a cemetery to turn it off."

2. Any cemetery already on the order is cleared, along with the cemetery fee selections that came with it, so no cemetery fee is left on the total. The map pin and plot section collapse. Plot and decedent details you already entered are kept, and the Scheduling card lower on the step stays available.

3. Press Update Quote or Update Order. The cemetery fee comes off the subtotal, total and balance on save, and reopening the order shows Pickup in the Cemetery field.

To put the order back to a cemetery installation, click the button again, pick a real cemetery, or clear the Pickup value. Every new order starts as a cemetery installation, so pickup is always a deliberate choice. Cancelling the wizard leaves the order as it was.

Once saved, the Order Overview's right column shows a Delivery card headed Pickup, reading "The customer collects this stone. No cemetery involved.", in place of the Installation Location card. The order's card on the board shows a Delivery: Customer Pickup row where the cemetery row would be. Foundation orders are for cemetery installations, so if the order needs one, add a cemetery on the Cemetery & Logistics step.

Payment split editing:

• If the order is a quote with zero payments logged, the payment split is fully editable.

• If the order is a confirmed order with zero payments logged, the payment split is still fully editable.

• Once at least one payment has been logged, the payment split is locked permanently and cannot be changed.

Selecting a payment split like 50/50 or 30/70 sets the terms that print on your invoices and contracts. Whether it also records money depends on the Link a payment record with the order creation switch on the Billing & Payment step: left on, the deposit is logged as a real payment when the order is created, or as one payment per line when you split it between payment methods; turned off, the terms are saved with no payment recorded and the order shows its full balance due. Payments after that are always logged by hand as they come in.

Payment method (cash, check, card) is always selectable per payment, regardless of whether the split is locked.

The Invoice payment note, the line that prints at the top of the invoice such as the customer's PO number, sits on the Payment details card of that step. It holds up to 200 characters. You can change it whether or not payments are logged. A change to it is listed in the confirmation as Invoice payment note. Once it has text, you can also change it without opening the editor: in Notes & Files, click Edit in the three-dot menu of its Invoice payment note pill.

Confirming your changes

Saving an edit to an existing order opens a confirmation that lists every field you changed, one line each with the old value first and the new value second, for example Stone · Price $3,200.00 → $3,450.00 or Stone A · Base finish · Top: Polished → Steeled. On an order with a single stone or a single service the lines start with Stone · or Service ·. Text you changed, such as a description or a note, keeps its line breaks and spacing in that list. When there are more than 8 changes, the rest sit behind Show all N changes. The header shows how the order total changed.

The same confirmation, headed Unsaved changes, opens if you close the order editor with the X or Escape while you have unsaved edits. It lists only what you actually changed, so closing the editor without changing anything simply closes it.

Click Agree to save, or Discard to undo those unsaved changes. While the save runs, the popup stays open and the button reads Saving..., so the same save cannot be sent twice. If the save cannot go through, the popup stays open and shows the reason. The system recalculates the balance automatically. If you removed items and the customer has already paid more than the new total, the order will show a credit.

Updating documents after an edit

When the order already has a quote, invoice or contract, the edit confirmation shows a checkbox, Update the [documents] to match, with the order's own documents named in it. Tick it and MonuDesk regenerates those documents with the new figures, and the new version replaces the old one in the customer portal. Leave it unticked and the stored documents keep the old figures, as the dialog tells you. Documents that were deleted are not offered.

The dialog closes as soon as the order is saved. MonuDesk rewrites the ticked documents in the background, and a Documents updated message confirms when they match the order.

Receipts, shop tickets, purchase orders and foundation orders are not regenerated by an edit. To generate any document with the latest order details, click the Document Generation dropdown at the top right of the order overview. From there you can generate a quote, invoice, shop ticket, receipt, contract, purchase order, or foundation order. Each document will use the current, up-to-date order information.

Regenerating a quote, invoice or contract replaces the copy on the order rather than stacking a second file with the same name beside it. The older copy is removed and the new one is labelled with its version, for example V2 Contract and then V3, with the downloaded file named to match. Outside Germany, Austria and Switzerland a regenerated invoice also takes the order's next invoice number, for example V2 Invoice #ORD-53-2. In those three countries it keeps its number. The first one you generate carries no marker. Receipts and purchase orders are not replaced, since an order legitimately has several of each.

QuickBooks products and fees when you edit

The Review & Create step carries two QuickBooks Online (QBO) cards, and they behave differently once the order exists.

The QuickBooks products card sets the product each stone, base and foundation line bills against. Reopen the wizard on an existing order and that card is read-only, so choose those products while the order is being created.

The QuickBooks fees & custom lines card stays editable on an existing order. Use Match to a QuickBooks item… to match a cemetery fee or a custom line to the QBO item it belongs to, or Pick a different item… to change a match you made earlier. The match saves at once and is remembered for that location, so every future order with the same fee posts to the same item.

The order keeps the QuickBooks customer it already has. The Already in QuickBooks? suggestions on Review & Create are for new orders. To change the customer afterwards, use Order sync activity in Settings → Integrations.

Learn more: How to Review and Finalize Your Order

Changing the order's location

If your company runs more than one location and an order is filed under the wrong one, move it from the order itself. On a computer, click the location next to the order number at the top of the order (it has a map-pin icon) and pick the right one. On a phone, tap the location in the order's header line, or open More and choose Change location. The Change Location window shows where the order is moving; click Move Order to confirm. Moving an order needs permission to edit it.

The order keeps its number, and its invoice, quote and contract are regenerated on the new location's letterhead.

If the order is already recorded in the old location's QuickBooks, the window lists those records. Moving voids them there and records the order again in the new location's QuickBooks. The voided documents stay visible, so the paper trail is intact.

Related articles:

• How to Open an Order

• How to View and Download Documents

• How the Pricing Panel Works

• How to Log a Payment