How to Cancel/Archive an Order

Archive a finished order by completing it, or cancel one you no longer need — and what happens to each.

Written By Dennis Rodin

Last updated 15 days ago

To cancel an order, open the order and click the three-dot menu at the top right. Then click Cancel Order.

What happens when you cancel

The order is moved to the Archive. It no longer appears on your active order board. All order details, documents, and payment history are preserved.

What happens in QuickBooks

If the order was synced to QuickBooks, cancelling reverses its paperwork there as well. The Cancel Order dialog checks first (you will see "Checking QuickBooks…") and the confirm button stays disabled until that check finishes, so the warning can never be clicked past.

When money has been recorded on the order, a red warning names the amount and exactly what will be reversed, for example "Cancelling will void 1 invoice and 2 sales receipts in QuickBooks." The confirm button then reads Yes, Cancel and Void in QuickBooks.

  • Invoices and sales receipts are voided. They stay visible in QuickBooks marked as voided, with their amounts zeroed, so your audit trail survives.

  • Income journal entries are deleted. QuickBooks has no way to void a journal entry, so deleting it is the only way to take that income back off your books.

  • QuickBooks payments are left alone, on purpose. The family really did hand over that money and it is sitting in your bank. It stays in QuickBooks as an unapplied credit on the customer, for you to refund or apply to another order.

  • The stone's count in QuickBooks is put right. Voiding the invoice makes QuickBooks add the stone's unit back on its own, so MonuDesk takes back the matching adjustment it made when the order was confirmed. The two cancel out and the count is not credited twice. One thing to know: MonuDesk's own deduction is not undone by cancelling. The stone stays off your MonuDesk stock count, so if it is going back on the shelf, put the quantity back by hand on the Inventory page.

Anything MonuDesk will not touch is listed in the dialog under "Some records need to be handled manually" - those unapplied payments, and any payment you recorded outside MonuDesk, which never had a QuickBooks record to reverse in the first place.

If QuickBooks cannot be reached, the order is still cancelled and the failure is written to the order's QuickBooks activity. Read it under Settings → Integrations → QuickBooks → Order sync activity, and reverse those records by hand. Once cancelled, the order reads Voided in that table instead of Synced.

Wrong QuickBooks customer, or wrong office? You do not need to cancel. If the order was synced to the wrong customer, open Settings → Integrations → QuickBooks → Order sync activity, find the order and click Sync Order. Pick the customer it should be filed under and confirm: MonuDesk voids the invoice, sales receipts and payments made under the old customer and rebuilds them under the right one, even on orders synced months ago. If the order is booked against the wrong office instead, use Change Location on the order.

Finding a cancelled order

Cancelled orders are stored in the Archive alongside completed orders. Click the Archive button at the top of the Order Management board to find them.

Learn more: How to View Archived Orders

Good to know

Warning: Cancelling an order cannot be undone. If you cancel by mistake, you would need to create a new order from scratch. It cannot be undone in QuickBooks either: a voided invoice cannot be un-voided, and a deleted journal entry is gone. If you're unsure, consider leaving the order in its current stage until you're certain.

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