Edit Quotes/Orders

Sales rarely end with the first quote. A customer comes back to swap a fabric, add a matching chair, or change the delivery address, and your salesperson needs to make the change on the spot. On POS, every saved quote and order opens on one order screen, where staff can edit it, let the customer sign with a QR code, take a deposit, and check its history.

This article explains how to open a quote or order on POS, what the order screen shows, how to save or discard changes, and why some quotes and orders can't be edited.

Before You Start#

Consider the following questions before getting started:

Is the Orders & Quotes tile on your smart grid?#

You open saved quotes and orders from the Orders & Quotes tile. If it's missing, see the POS Overview to add it.

Has the customer already signed?#

If the customer signed the quote and you then change something they would see on it (an item, a price, a quantity, an option, a fee, shipping, or the discount), the signature no longer applies and the customer needs to sign again. Changes they wouldn't see, such as the vendor on an item, keep the signature.

How to Open a Quote or Order?#

Step 1: On the POS home screen, tap the "Orders & Quotes" tile.

Step 2: Find the record. Use All or Mine, type a customer name or number in Search customer or order #, or tap a status chip.

Step 3: Tap the row. The order screen opens, titled Quote or Order with its number.

What's on the Order Screen?#

The order screen has two columns.

Left Column: Who and What#

Header line: The record type, number, and date it was created, for example Quote #1042 · Created Sep 22.
Customer: The customer's name and email. Tap it to change the customer or edit their details. If there's no customer yet, it says No customer selected.
Ships to: Where the order is going. Tap it (or "Change") to pick another saved address or add a new one.
Badges: The status (for example Quote, Pending Order, or Draft Quote), Signed or Not signed, and Paid, Partly paid, or Unpaid.
Sold by: Who gets credit for the sale. Tap "Change", tick the staff members, and tap "Save". This saves straight away. Only staff with the Manage sales attribution permission see Change. See Change who sold it below.
Items: Every product and template line, then the fees. Tap a line to open it.
Quote information or Order information: Your store's order attributes, if it uses them.
Activity: The latest three updates on the record, with "Add comment" and "See all updates".

Right Column: Money and Actions#

Balance due: The amount still owed, with Paid $X of $Y under it.
Take Deposit: Opens Shopify POS to collect a payment. See Collect Payment.
Show QR to Sign: Shows a QR code the customer scans to sign.
Payment history and Print receipt (or Print quote): See Collect Payment and Print Receipts.
Summary: Subtotal, Shipping & delivery, Discount (with its reason), Tax, and Total, then Payment Terms.
Special notes: Notes for your team.
Fulfillment details: Appears once an item is on a purchase order or has a serial number recorded. It shows whether the vendor's goods have arrived (Arrived, Partly arrived, or Waiting), the purchase order arrival info, and any serial numbers. Mark collected and Mark delivered buttons are available here; they are refused until enough has been paid to cover what is about to leave. See Fulfillment details below.
Save bar: Pinned at the bottom of the right column when there is something to save.

How to Edit a Quote or Order?#

Step 1: Open the quote or order (see above).

Step 2: Make your changes:

Change an item: Tap the line, change its options, vendor, price, or quantity, and tap "Update item". To take it off, tap "Delete".
Apply a per-item discount: Tap the line, then tap "Discount". Enter the amount (percentage or fixed) and a required reason, then tap "Apply". See Item discounts at the register below.
Add an item or fee: Tap "Add product / fee" next to Items. Adding works the same way as on a new quote; see Create Quotes/Orders.
Change a fee: Tap the fee, edit it, and tap "Save fee", or tap "Remove".
Change shipping, the discount, or payment terms: Tap the row in the summary. Each form has a Remove button when something is already set.
Change the customer or address: Tap the customer's name or the Ships to line.
Update notes or order attributes: Type in Special notes or the Quote information fields.

Step 3: Tap "Save Changes". The button appears only after you change something. POS confirms with Quote updated or Order updated, and you stay on the order screen.

Note: If your store turns on Require vendor selection, any item you add or change needs a vendor before Save Changes works. Items that were already on the order and that you didn't touch are not checked.

Checking Stock Before You Sell#

When you tap "Add product / fee" and browse the product picker, each Shopify product row shows a stock summary for the current register's location, for example 3 stock here · 7 elsewhere. This lets salespeople confirm floor model availability without leaving the quote.

For a full breakdown, tap "Stock by Location" on the product picker screen. A search bar lets you filter across all of your store's locations by name.

Fulfillment Details#

Once any line on a quote or order is linked to a purchase order or has a serial number recorded, a Fulfillment details section appears in the right column of the order screen. It shows:

Status: Arrived, Partly arrived, or Waiting, reflecting the latest PO arrivals.
PO arrival info: Which purchase orders are involved and what has arrived from each.
Serial numbers: Any serial numbers recorded against lines on this order.

Two action buttons are also available here:

Mark collected — records that the customer has picked up their goods from the store.
Mark delivered — records that the goods have been delivered to the customer.

Both buttons are refused until the customer has paid enough to cover the items that are about to leave. If the order is still partly unpaid, collect the outstanding balance first (see Collect Payment).

Change Who Sold It#

Staff with the Manage sales attribution permission can change the Sold by person directly from the order screen. Tap "Change" next to Sold by, select the correct staff member or members, and tap "Save". The change saves immediately without needing to tap Save Changes.

Staff who do not have this permission do not see the Change link.

Item Discounts at the Register#

A salesperson can apply a discount to an individual line item without touching the order-level discount.

Step 1: On the order screen, tap the line item.

Step 2: Tap "Discount" in the line item editor.

Step 3: Choose Percentage or Fixed amount and enter the value.

Step 4: Enter a reason in the required Reason field.

Step 5: Tap "Apply". The discount appears on the line and the order total updates.

The reason is saved with the line and is visible in the web app. A reason is required — the apply button is disabled until one is entered.

Sales Credit at the Register#

Staff can record sales credit for a customer from the POS order screen using a PIN-unlocked flow. When the action is available, tap the sales credit option and enter the required PIN to proceed. This keeps the credit action protected while still being accessible on the shop floor without returning to the back office.

Delete a Quote#

A quote that is no longer needed can be deleted directly from the POS order screen. Tap "Delete quote" and confirm. Deletion is only available on quotes — once a record becomes an order it cannot be deleted from POS.

Finishing a Draft#

A draft saved with Save as Draft opens on the same screen, with two buttons instead of Save Changes:

"Create Quote" (or "Create Order") turns the draft into a real quote or order. It needs a customer; until one is added, the save bar shows Add customer to create quote (or order).
"Save Draft" saves your changes and keeps it as a draft. It works without a customer.

Take Deposit, Payment history, and Show QR to Sign don't appear on a draft. Create the quote or order first.

Leaving Without Saving#

If you tap Back with unsaved changes, POS shows Discard unsaved changes? at the top of the screen. Tap "Discard" to close the order and lose your changes, or stay on the screen and tap Save Changes.

If you tap Take Deposit with unsaved changes, POS saves them first and only goes on if the save works.

When You Can't Edit#

Some quotes and orders, or parts of them, are locked on POS. The screen always says why.

What you see	Why	What to do
Editing is off at the [status] stage. Ask an admin to unlock it.	The order's status has Disable Edit turned on in the web app. Items, customer, address, shipping, discount, terms, and notes are read only. You can still add comments.	Ask an admin to move the order to another status or edit it in the web app.
A line shows On PO-1001 and Already ordered from [vendor] on PO-1001. Ask the back office to remove it or change its vendor.	That item is already on a purchase order. Its quantity and price are locked and it can't be deleted on POS. The PO reference is shown so staff know exactly where to look.	Ask the back office to change it on the purchase order.
Payment Terms shows Locked	The quote or order is already an order in Shopify (for example, after Take Deposit or Create Order (Pay Later)), and its terms can't change on POS any more.	Leave the terms as they are, or ask an admin.
Not saved: this order was changed in the back office. Close it and open it again to see the latest version.	Someone saved the same order in the web app while you had it open. POS won't save over their changes.	Tap "Close order", open it again from the list, and redo your change.

Letting the Customer Sign with a QR Code#

Step 1: On the order screen, tap "Show QR to Sign" under Take Deposit.

Step 2: Turn the device toward the customer. They scan the code with their phone camera, and the signing page opens on their phone. See Sign Quote/Order for what they see.

Step 3: Tap "Hide QR" when you're done. To see the Signed badge, close the order and open it again from the list. On a signed quote or order, the button reads Show QR (Already Signed).

Activity and Comments#

The Activity section shows the latest three updates, newest first: saves, status changes, payments, and comments from both POS and the web app. Tap an entry with an arrow to see what changed, or tap "See all updates" for the full history.

To leave a note for the team, tap "Add comment", type your comment, and tap "Add". Tap a comment to edit or delete it.

The Order Keeps Its Location#

A quote or order keeps the location it was created at. Editing it on a register at another location doesn't move it. The customer's delivery address is separate: change it with Ships to, and the new address is sent to the order in Shopify.

Example: Changing a Fabric on a Signed Quote#

Marcus Reed signed a quote for a Linden Sofa in Oatmeal Linen. He returns to the showroom and asks for Charcoal Bouclé instead.

The salesperson taps "Orders & Quotes", searches "Reed", and opens the quote.
They tap the Linden Sofa line, change Fabric to Charcoal Bouclé, and tap "Update item".
Save Changes appears. They tap it and see Quote updated.
Because the fabric changed, the quote now shows Not signed. They tap "Show QR to Sign", and Marcus signs the updated quote on his phone.

Important Notes & Tips#

Check Stock Here First#

Before committing to a product, tap "Stock by Location" in the product picker to confirm the item is actually available at the current location. This avoids promising a floor model that has already sold.

Save Before You Hand Over the Device#

A customer scanning the QR code sees the last saved version. Save your changes before you show the code.

Use Comments for Anything the Team Must Act On#

Special notes travel with the order, but a comment in Activity shows who wrote it and when. Use comments for follow-ups, such as "Customer will confirm leg finish by Friday."

Locked Doesn't Mean Stuck#

A lock on POS protects work the back office has already started, such as a purchase order. If a change is really needed, ask an admin; they can make it in the web app.

Item Discounts Need a Reason#

Every per-item discount requires a reason before it can be applied. This creates an audit trail that is visible in the web app.

Need Help?#

Not sure why a quote is locked, or seeing a save message you don't recognize? Reach out to us at support@bevycommerce.com, and we'll help you sort it out.