Cancel an order or reject a quote

Where to find it

Reject and cancel are on the document's page: in the menu, under Quotes, open the document and click Other actions. Both actions are at the end of the menu, in red:

• Reject: "archives the quote, with the reason". It appears while the document is still a quote (Draft, Waiting, Awaiting customer approval or Expired).
• Cancel order: "cancels the confirmed sale, with the reason". It appears after it has become an order (Confirmed or Exported).

The two never appear at the same time: Cancel order takes the place of Reject when the quote is confirmed.

Who can reject or cancel

Whoever can confirm a document can also reject or cancel it, from the same menu:

• The administrator, on any document of the stores they manage.
• The company's seller, on the documents they open. You do not need to be an administrator to cancel an order.
• In a rep agency, the sales rep cancels and rejects the documents that appear for them in Quotes: their own, the ones the supplier built on behalf of the rep agency and the orders with no owner, when they see the queue. A colleague's document is left out; the Partner and the Administrative member also reach the team's. All within the stores the rep agency serves.
• The buyer sees neither action. To turn down a proposal, they reply to the seller, and the seller rejects it. See Conferir a proposta do fornecedor, e como aceitar, pedir mudança ou recusar.

If the document belongs to a store you do not manage or, in a rep agency, belongs to a colleague, the actions do not appear for you. Ask whoever handles it.

There is no deleting a quote

Vendria does not delete quotes or orders. Rejecting and cancelling close the document and take it off the work list, but it still exists, with its number, items and history. To find it, in the Quotes list, use the All, including closed status, or Rejected / Cancelled.

The exception is the quote you are building through the conversation with Dri: if you remove all its items while it is still a Draft and has never been sent to the customer, it is deleted. Once the document leaves draft or goes to the customer, Dri keeps the document and answers with the path through its page:

• on a Waiting quote that was never sent to the customer, she removes individual items, and a request to remove all of them she sends back to Reject;
• on a quote already sent to the customer, while the version they have in hand is valid (including Awaiting customer approval), no item comes out through the conversation, not even one: Dri sends the quote link for you to open and change there; on the first change it goes back to editing and the version that is with the customer stops being valid. If the customer has already accepted that version, it does not go back to editing, and the path Dri points to is Duplicate, which creates a new quote with the same items;
• on an Expired quote, the same way: open it and change it, and it goes back to editing;
• on a Confirmed or Exported order, the items do not change through the conversation, and giving up on the order is Cancel order;
• a Rejected or Cancelled document no longer changes: if the sale is still going to happen, the path is a new order.

Reject and Cancel order belong to whoever can confirm the document (see above). If the option does not appear for you, ask whoever approves the store's quotes.

If what you want is to take out of the numbers a document that was never a real sale, ask the administrator to mark it as a test: the seller does not see that option. See Mark a quote as a test.

How to reject a quote

1. Open the quote and click Other actions.
2. Choose Reject. The Reject <number> window warns: "This action cannot be undone. The quote will be archived and removed from the default list."
3. If you want, write the reason in the Reason (optional) field, for example "Customer gave up, price not accepted".
4. Click Reject. The Quote rejected message confirms it.

Use reject when the customer said no, or when the quote is not going ahead.

In a purchase with orders from several stores, Reject all rejects at once those not yet confirmed. See The purchase page: confirm, reject and add stores all at once.

How to cancel an order

1. Open the order and click Other actions.
2. Choose Cancel order. The Cancel <number> window warns: "This action cannot be undone. The order will be cancelled and removed from the default list."
3. If you want, write the reason in the Reason (optional) field, for example "Customer gave up, order error".
4. Click Cancel Order. The Order cancelled message confirms it.

The reason is optional in both actions, but it is worth writing: it is what explains later, to whoever opens the document, why the sale stopped.

⚠️ Cancel an order that has already gone to the ERP

When the store sends orders to the ERP, the cancellation checks where the order is there before cancelling here:

• Still in the ERP import queue: Vendria removes the send from the queue and cancels. The order never gets into the ERP.
• Already imported by the ERP: the order is real in there and Vendria cannot undo it. The cancellation happens only here, and the order stays standing in the ERP: cancel it in there too.
• Removing it from the queue failed: the cancellation is rejected, so as not to let the order get into the ERP after being cancelled here. The error message says which send did not go out; try again later.

The success message on screen is just Order cancelled, in the first two cases. It does not say whether the order was already imported. That is why, before cancelling, look at the ERP part of the order page: "In the ERP import queue." means Vendria still removes it; an order number in the ERP, or a state like In the ERP, no invoice, means it has already got in there and needs to be cancelled inside the ERP too, with that number.

See When the confirmed order doesn't get into the ERP.

What happens after rejecting or cancelling

• The document goes to Rejected or Cancelled and leaves the default list.
• If you wrote the reason, it appears on the document itself, on the Rejection Reason or Cancellation Reason card, and also on its row in the list.
• The customer and the seller stay the same; nothing is deleted.
• A rejected or cancelled document does not go back to being a quote or an order on screen. To sell the same items again, use Duplicate, which creates a new quote from it. See Duplicate and revise a quote.

Rejecting, cancelling and deleting the customer

A Cancelled document counts as a purchase: it prevents deleting the customer, who can then only be deactivated. Rejected quotes do not prevent it, and are deleted along with the customer if it is deleted. See Desativar ou excluir um cliente.

Common questions

How do I cancel an estimate? If it is still a quote, the path is Reject, in Other actions, on its page. Cancel order only appears after the quote has been confirmed and became an order.

Can the seller cancel an order? Yes, on the documents they can decide on, from the same Other actions menu. It is not an administrator-only action.

Why don't I see Reject or Cancel order? The document is already in a status without that action (cancelled or rejected), or it is outside the documents you can decide on, like one from a store you do not manage or, in a rep agency, a colleague's.

Can I cancel through Dri? Only the quote you are building with her, and only while it is a Draft, before the first send. When you remove all the items from that quote, Dri deletes it and answers All items removed. Quote cancelled. If the document has already left draft or been sent to the customer, it stays whole, and Dri tells you the path through its page. Rejecting a quote or cancelling an order Dri does not do through the conversation: do it on the document's page, in Other actions.

I cancelled and the order is still in the ERP. Now what? It had already been imported before the cancellation. Cancel it inside the ERP, with the order number that appears in the ERP part of the page.

Where did the quote I rejected go? In the Quotes list, status Rejected or All, including closed.

Can I delete a quote made by mistake? Not on the page. Reject it, or ask the administrator to mark it as a test if it should not count in the numbers. In the conversation with Dri, the quote you are building is deleted when you remove all its items, while it is still a draft and has never been sent.