Running an HVAC business with Odoo
How do I record an agreed change to an Odoo sales order?
Record a manual sales-order amendment in Odoo, preserve original acceptance evidence and verify the revised quantity, total and downstream stock records.
Alex needs the commercial order to match a documented change after an unused filter came back. This example reduces the order from three filters to two at the same unit price, preserves the original acceptance records and checks the existing backorder. The native edit does not collect a new customer agreement automatically.
Alex Rivera and Demo Air HVAC are fictional training examples. Prices, dates, quantities and business situations in this guide are illustrative.
Before you begin
Tested in stock Odoo 20.0-20260926 Community as the demo owner administrator, with official modules and standard configuration. Use the quotation-acceptance foundation from customer quotation acceptance and the completed unused-filter return from the unused-filter return. The target is S00007, manually referenced to Demo Service Job H40 / task 5. It has three ordered filters, zero net Delivered after one delivery/return, no invoice and an existing two-filter backorder. Its original accepted total is $66.78. The owner administrator can edit this confirmed, unlocked order in the tested runtime. For training only, the manually agreed amendment is an explicit scenario fixture: two filters at $21 each, $42 + $2.52 demo tax = $44.52. No real customer approval is represented. In a real business, retain genuine written agreement before applying a commercial change.
Step-by-step workflow
Record the request and fictional manual agreement, save the revised quantity and written scope, then inspect the unchanged delivery commitments. This lesson creates no invoice, refund or new customer signature.
Step 1. Review the accepted order and existing commitments
Open S00007 and check customer, Customer Reference and the original three-filter line. Review the original accepted PDF/signature, existing Done delivery and Done return, outstanding backorder and invoice status. The original customer signature belongs to the earlier order. This example starts with net Delivered 0.00, Invoiced 0.00, and two filters already reserved on WH/OUT/00003. Keep those records intact.
Step 2. Record the request separately from agreement
Click Log note and describe the proposed reduction from three to two filters, the unused return and proposed total. Identify it as not yet agreed and click Log once. We verified that this request note alone left ordered quantity three, total $66.78, stock and invoice eligibility unchanged. A request in chatter is not an approval control.
Step 3. Record the manual agreement and its evidence
After obtaining the appropriate agreement in your business, retain its genuine written evidence and record the accepted scope, quantity, unit price, tax treatment, reason and date. Our second internal note is explicitly TRAINING MANUAL AGREEMENT — SCENARIO FIXTURE: two filters at the unchanged $21 each, total $44.52 including demo tax. It openly states that no real customer approval or new portal signature was obtained. This demonstrates where to record a manual decision, not a native approval gate or proof of an actual customer agreement.
Step 4. Apply the agreed quantity and save once
On Order Lines, click the existing filter’s Quantity cell and change 3.00 to 2. Keep the same product and $21.00 Unit Price. Click the order heading to leave the cell, then Save manually and wait for pending changes to clear. The same line now shows two Units, $42.00 untaxed, $2.52 demo tax and $44.52 total. Chatter retains the native ordered-quantity update and before/after totals. We did not cancel, duplicate or recreate the order.
Step 5. Keep the written scope consistent with the revision
The original terms still described three filters after the quantity edit. Preserve that text as labelled historical scope and append a dated H28 TRAINING AMENDMENT stating the current two-filter agreement, revised amount and unchanged delivery/return history. Save and wait again. State that the older signature/PDF records the original order and is not a new acceptance of the amendment. Do not leave the current line quantity and unqualified scope text contradicting one another.
Step 6. Inspect downstream records and original acceptance
Open Delivery and check the existing two-filter backorder, original Done one-filter delivery and Done one-filter return. All three retain their original identities and quantities; no second procurement or stock movement was generated. Net Delivered stays zero, while the Ordered quantities policy now exposes two units to invoice. The original signer/time and three PDF attachment checksums remain unchanged. Their presence does not establish fresh signature approval. No invoice or refund exists.
Step 7. Record the handoff on the matching job
Log a saved-result note on S00007, then add an internal amendment note to Demo Service Job H40 with the revised order reference and amount. Explain that this later agreement supersedes the older three-unit commercial exception in H45, while the two-filter delivery and invoice review remain pending. Keep the job Office Review / In Progress. The separate closed hourly task and its 1.5-hour entry remain unchanged.
Step 8. Reopen the saved order before releasing work
Reload S00007 and check the same line, quantity two, $44.52 total, revised scope, manual-agreement note and original acceptance records. Reconcile the open two-filter commitment with the real operational plan before dispatch or invoicing. Our reopen retained one order/line and the same downstream records. We did not request another signature, send an amendment, deliver stock or create an invoice in this lesson.
Check the result
S00007 remains the same confirmed order and line, revised to two filters at $21 plus demo tax, total $44.52. Native quantity/total history and separate request/manual-agreement/saved-result notes are retained, with the dated scope amendment. The original PDF checksums and signer/time are preserved as historical acceptance, not new approval. The same two-filter backorder remains Ready/reserved; original delivery/return, physical stock, job states and invoices are unchanged. The revised line has two units to invoice and zero delivered/invoiced.
If your screen differs
An editable confirmed order does not supply a complete change-order approval system. We recorded an explicitly fictional manual agreement; we did not obtain real approval or test a fresh portal signature for the amendment. The old signer/time and signed PDFs stayed present after editing, so do not treat them as acceptance of revised quantities. Unlocked owner editing was the tested case; other roles, locked orders, cancellations, extra service lines and milestone changes were not exercised. A price/quantity edit did not rewrite task instructions or close the remaining delivery. Inspect each downstream record and update contradictory scope text deliberately.
Frequently asked questions
How do I change a confirmed Odoo sales order?
In this tested owner session, the confirmed order was unlocked and its existing Quantity cell could be edited. We recorded a manual-agreement fixture first, changed three filters to two, saved and checked the revised total and downstream records. Locked orders and other roles were not tested. Existing signature details did not become fresh approval of the change.Does editing an Odoo sales order update the job automatically?
Inspect each related record. This saved quantity change updated the order total and invoiceable quantity, while the same two-filter backorder, original delivery/return and task states remained unchanged. The owner deliberately updated the written scope and manual job note. No universal automatic job update or extra procurement is established.How do I record a customer change request in Odoo?
Use a clearly identified request note, then retain the actual written agreement separately before applying a commercial edit. Our request note changed no order quantities. A second note explicitly recorded the fictional manual-agreement scenario, followed by the saved revision and result checks. This is not an enforced native approval workflow or real customer acceptance.Continue building the business
Continue with How do I invoice job time and materials in Odoo? after the relevant delivery and billing review. The later installation milestone guide has its own prerequisites; this quantity amendment did not validate milestone invoicing.
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