Sales Order Modification Reasons explain why a sales order was changed. They provide a consistent audit history for order changes and support modification reporting and exports.  A user must enter a Sales Order Modification Reason when a Sales Order has changed after the Invoice Number has been reserved.


Set up a Sales Order Modification Reason

  1. Select SO > Sales Order Modification Reasons.
  2. Select Add New Modification Reason.
  3. Enter the Reason and Description.
  4. Select Save.
  5. If the reason should be available in the Delivery App, edit the saved reason, select Display Reason in Delivery App, and save again.


Field

Description

Reason

The name users select when documenting a change. The maximum length is 25 characters.

Description

A longer explanation of when the reason should be used. The maximum length is 85 characters.

Display Reason in Delivery App

Makes the reason available for applicable order changes entered through the Delivery App. This option is available when editing a saved reason.


Reason and Description are required. Use a specific Reason name and a Description that helps users distinguish it from similar choices.

Where Sales Order Modification Reasons are used

When an existing sales order is changed, Sprout can collect one or more Modification Reasons for the affected order or line items. A user selects the reason and may enter a comment with more detail. Sprout saves the following information with the modification:

  • Date and time
  • User
  • Selected reason
  • Type of change
  • Affected line item, when applicable
  • Comment
  • Order information before and after the change


The saved entries appear in the Modification Reason History on the sales order. They are also available to the Invoice Modifications Report, where users can filter activity by reason.

If your company uses the Sage receivable invoice export, the latest applicable line-item Modification Reason and comment are exported as the UDF Reason and UDF Comment values.

Reasons marked Display Reason in Delivery App can be presented to delivery users when they document applicable changes in that workflow.

Company Site defaults

Sales Order Modification Reasons do not have a Company Site default. The default reason fields on Company Site setup are Inventory Adjustment Reasons and do not affect sales order modifications.

Editing reasons

Select the pencil icon on SO > Sales Order Modification Reasons to change a reason, its description, or its Delivery App setting. Because saved order history refers to the reason record, rename reasons carefully. A changed name may also change how the reason is shown when older modification history is viewed or reported.

Sprout does not provide a delete action for Sales Order Modification Reasons. Retaining the records preserves sales order modification history.

Recommended setup

  • Create reasons that describe business causes, not individual employees or customers.
  • Keep the list short enough that users can choose consistently.
  • Use the optional comment on the sales order change for transaction-specific detail.
  • Enable Display Reason in Delivery App only for choices that make sense to drivers and delivery users.
  • Coordinate reason names with anyone who uses the Invoice Modifications Report.

Example reasons include Customer Request, Item Substitution, Quantity Correction, Pricing Correction, and Delivery Issue.