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Deletion of Invoiced Orders and Order Lines in AX 2009

January 03, 2012

In AX, it is possible to delete an invoiced Purchase Order or Sales Order. You can also just delete an invoiced order line. Further, you can set a parameter to automatically delete an invoiced order or lines. Whether or not you want to allow deletion and whether or not you want to store the deleted orders are important considerations. There are a few parameters in AX related to this:

1. Mark Order as Voided: You can find this parameter in both Accounts Payable and Accounts Receivable under Setup > Parameters > General Tab. Activating this parameter will store an order or order lines that a user deletes.

Mark Order as Voided

These orders and lines can be accessed in both AP and AR under Inquiries> History> Voided sales (or purchase) orders.

Orders and lines of any status—not just Invoiced—are stored if this parameter is checked.

Orders and lines of any status Parameters

2. Safety level of invoiced orders:This parameter has three options that control what happens when a user attempts to delete an invoiced order

Safety level of invoiced orders

None: This allows the user to delete or modify the invoiced order just as easily and with the same process as an order that has not been invoiced.

Delete or Modify the Invoiced Order

Warning: This will still allow the deletion or modification, but it will display a warning first.

Delete or Modify the Invoiced Order Warning

Locked: This prevents a user from modifying or deleting an invoiced order.

Delete or Modify the Invoiced Order Locked

3. Delete order line invoiced in total: You can find this parameter in both Accounts Payable and Accounts Receivable under Setup > Parameters > General Tab. Activating this parameter will automatically delete an order line once the full quantity on the line is invoiced. This happens immediately after the line is invoice posted.

Delete order line invoiced in total

4. Delete order after invoicing: This parameter is directly below the parameter for deleting the order line. The difference between the two is that this one will delete the order as soon as the order is completely invoiced.This happens immediately after the order is fully invoice posted (all lines on the order are invoiced), just as with the invoice line deletion.

Delete order after invoicing

When considering these options, keep in mind the following:

  1. If you delete an order, even if it is stored as a voided order, it will not be available for selection when creating a credit note.
  2. If a deleted order is stored as voided (if the Mark order as voided parameter is checked), you will still be able to reference the order when creating an RMA.
  3. If the parameter for marking as void is not checked and the user deletes an order, it is completely erased but the related journals and transactions remain with a reference to the order number.
  4. If your business process includes modifying an already invoiced order, you will have to set the Safety level to either 'None' or 'Warning' to use the standard functionality.
  5. If you set the parameters to automatically delete the invoiced orders or order lines but do not set the parameter 'Mark order as void', you will completely lose your order history the moment the order or line is invoice posted.
  6. When an invoiced order is deleted, regardless of whether or not you are storing voided orders, this can make researching and reporting on historical orders difficult.
  7. When making a decision about how to handle modification or deletion of invoiced orders, it's important to take into account your specific business processes and system modifications.

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