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Changing a paid order

Orders change — a customer adds a pallet, or drops one. How you handle it depends on whether the order's invoice has had a payment applied.

The rule: amend before payment; intervene after

Invoices flow Turfware → Sawfish → your accounting system automatically, up until a payment is applied. So while an invoice is unpaid, you can amend the order/invoice in Turfware and it syncs through on its own.

Once a payment has been applied to an invoice, manual intervention is required. You cannot amend an invoice that has a payment applied in any system — Turfware, Sawfish, MYOB or Xero. The payment must first be removed (unapplied) from the invoice; then it can be edited; then the payment is re-collected and re-applied.

The order and the invoice are separate

Changing the order in Turfware (e.g. adding turf) updates the operational order — harvest and delivery. It does not, on its own, change a paid invoice.

Likewise, if an invoice is amended in your accounting system, that change flows to Sawfish but not back to the physical Turfware order — you must manually amend the order in Turfware so the two match.

Increasing an order

If the invoice is not yet paid — just amend it in Turfware: update the order and re-approve the invoice. It flows to Sawfish and your accounting system automatically.

If the invoice is already paid — because a paid invoice can't be amended:

  1. Remove the payment from the invoice in your accounting system, so it can be edited.
  2. Increase the order and the invoice in your accounting system.
  3. Re-collect the new balance and re-apply the payment.
  4. Allow the systems to catch up — up to ~15 minutes if the change was made in your accounting system (see How the sync works).
  5. Amend the Turfware order to match the changes.

Make the change where it syncs fastest

Where you can, make invoice changes on the Turfware / Sawfish side — they cross within ~1 minute. A change made in your accounting system waits for the next ~15-minute sync before the customer can pay the new balance on their digital invoice.