How Changes Impact Existing Orders

How Changes Impact Existing Orders

You may have noticed that when you make changes to your Account Settings or edit certain Inventory Items those changes do not automatically update Existing Orders. Since specific changes can drastically alter an Order, we have created a few safeguards to make sure Existing Orders do not update automatically.

Some changes you make within your RW Account will merely require you to refresh Existing Orders by clicking EDIT & SAVE. Others will require you to EDIT Existing Orders MANUALLY. 

Changes that require an EDIT & SAVE:

  1. Navigate to the pertinent Order you need to update.
  2. Click the green “Edit Order” button. 
  3. Click the green “Save Order” button. 

This refreshes the Order with the changes, and when you generate your PDFs, they will now reflect the update. Follow these steps for each individual Order that needs to be updated.  

Changes that require a MANUAL EDIT:

Specific changes you make to Account Settings or within Items will not update Existing Orders if you follow the above EDIT & SAVE steps. These types of changes will require you to go into any Existing Orders and make MANUAL EDITS. 

account-settings

ACCOUNT SETTINGS CHANGES

When making changes to specific Account Settings, you will need to refresh or manually edit Existing Orders to reflect any changes.

How changes impact existing orders 1

Company Information: EDIT & SAVE

  • Anytime you make a change to your Company Information, whether that is your Logo, Address, Phone number, etc., you will need to click Edit & Save to all Existing Orders for the changes to update. 

How changes impact existing orders 2

Order Settings: MANUAL EDIT

  • Proposal Expiration: When the default Proposal Expiration date is changed within your Account settings, it will only impact new Orders. You will need to Manually Edit any Existing Proposals to reflect a new Expiration Date. 

Order Settings Proposal Expiration dates

  • Balance Due Date: If you change the default Balance Due Date within your Account settings, it will only impact new Orders. 

Order Settings Balance Due dates

  • You will have to Manually Edit any Existing Orders that you wish to have an updated Due Date. Within the Order, navigate to the Payments tab and select “Update Payment Options.” Type in the new Final Balance Due Date & click the blue “Save” button.

How changes impact existing orders 4b

How changes impact existing orders 4c

Rental Settings: MANUAL EDIT

  • Any changes to the Multiplier settings will not update Existing Orders through merely Edit & Save. If you want to change the Multiplier on an Existing Order, you will need to Manually Edit the Multiplier within the Details tab for the entire Order.

How changes impact existing orders 5

How changes impact existing orders 6

Payment Settings:  EDIT & SAVE 

  • Sales Tax: When changing the Sales Tax Rate, any Orders that you Edit & Save after the change (that have an Event Date after the date you made the Sales Tax Rate change) will update to the new Sales Tax Rate. Orders that have not been refreshed will maintain the old Sales Tax Rate. Orders that occurred before you made the Sales Tax Rate change will maintain the old Sales Tax Rate even if you Edit & Save them.

How changes impact existing orders 7

***The exception is for Orders that contain a specific “Tax Item” to determine the Sales Tax Rate for that Order. 

  • Required Deposit: When changing the Required Deposit Amount, any Orders that you Edit & Save after the change (that have an Event Date after the date you made the Required Deposit change) will update to the new Required Deposit. Orders that have not been refreshed will maintain the old Required Deposit. Orders that occurred before you made the Required Deposit change will retain the old Required Deposit even if you Edit & Save them.

How changes impact existing orders 8

Terms & Conditions: EDIT & SAVE 

How changes impact existing orders 9

  • Email Templates: Any changes made within Email Templates will automatically update themselves! You do not have to Edit & Save or Manually Edit the Order for these changes to reflect. 

How changes impact existing orders 10

editing-items

EDITING ITEMS

When editing Items through the Items icon in the upper left corner of your browser, some of the changes you make will require Edit & Saving or Manually Editing any Existing Orders. 

Editing Images: EDIT & SAVE

  • When adding or removing a photo to an Item, you will need to click Edit & Save on Existing Orders with the Item to update the photo. Order PDFs will not refresh with the Image change until you select Edit & Save on the Order.

How changes impact existing orders 11

Editing Rental Price: MANUAL EDIT 

  • If the Rental Price of an Item is changed, the changes will not reflect on Existing Orders even after refreshing through Edit & Save. Within the Line Items tab of the Order, either remove the item from the Order and re-add it or manually change the Unit Price of the Item within the Order.

How changes impact existing orders 12

How changes impact existing orders 13

Changing Dimensions: EDIT & SAVE 

  • Any changes to Dimensions of an Item will update on any Existing Orders that you refresh through clicking Edit & Save. 

NEW ORDERS AFTER CHANGES

Any Orders created after you make changes to your Settings or Items will automatically reflect the changes. 

CHANGES WITHIN AN ORDER– don’t forget to EDIT & SAVE!

Whenever you make changes to an Order (i.e., edit a contact, change the multiplier, change line items), always remember to hit the green “Save Order” button when you are finished. Order PDFs will generate the last Saved version.