How to Cancel/Archive an Order

To cancel an order, open the order and click the three-dot (⋯) menu at the top right. Then click Cancel Order, whose tooltip reads "Remove this order from active orders and move it to the cancelled archive." Cancelling needs the Delete orders permission ("Cancel or archive orders.") under Order management in Settings → Team.

What happens when you cancel

The order is moved to the archive and no longer appears on your active order board. All order details, documents and payment history are kept, and the order popup closes. If you cancelled the wrong order you can put it straight back: open the Archives window and click Restore to board.

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.

Archiving a finished order instead

An order you have finished should be completed rather than cancelled. In the three-dot (⋯) menu choose Mark Complete, tooltip "Move this order to the Completed stage." You can also drag the card into Completed on the board.

From there MonuDesk archives it for you. At 3:00 AM a nightly job archives every order that has been in the Completed stage for 24 hours or more with no balance due and every to-do done. The 24 hours count from the moment the order entered Completed, so editing it in the meantime does not restart them, and a to-do counts as done when it sits on its Done step, or on its last step if its list has no Done step. An order that still owes money or has an open to-do stays in Completed until you clear it. Nothing is deleted: the order moves to the Archives window, under Completed, and Restore to board brings it back.

Finding a cancelled order

Cancelled orders are stored alongside completed ones in the Archives window. Open it with the archive-box icon button in the toolbar at the top of the Orders page, tooltip Archives (N). The window is titled Completed and Cancelled Orders and has three tabs, All, Completed and Cancelled, plus a search box. A cancelled order carries a Cancelled badge and a Cancelled Date.

Learn more: How to View Archived Orders

Putting a cancelled order back on the board

Cancelling is not the end of the road. In the Archives window every archived row has a Restore to board button. Click it and the order goes straight back onto the Order Management board in the stage it was in, with no confirmation. The Activity Timeline records it as "Order N restored from the archive".

Restoring needs the Edit quotes and orders permission under Order management in Settings → Team. It brings the order back in MonuDesk. It does not un-void the QuickBooks Online (QBO) records that cancelling voided, so if the job is going ahead after all, put that side right yourself.

Deleting an archived order

The red trash icon on an archived row, Delete order, takes the order out of the archive and out of every list. The confirmation is headed Delete order #N? and reads "This removes {customer}'s order from MonuDesk. It disappears from the archive and every list and report." and "Stock already pulled for this order is not returned to inventory, and nothing changes in QuickBooks." Confirm with the red Delete and the order leaves the list.

Deleting hides the order. Nothing is destroyed: its documents, payments, purchase orders and QBO records are left exactly as they were. The order simply stops appearing on the board, in the Archives window, in the QBO sync table and on a partner's board.

Deleting needs the Delete orders permission and access to the order's office, and it works only on an order that is already archived. There is no button that brings a deleted order back, so contact support if you need one restored.

Good to know

Related articles:

• How to View Archived Orders

• How to Open an Order

• Understanding the Order Board