How to make Changes to a Sold/Accepted System

Summary:

Sometimes you may need to make edits to a project after it has already been marked as sold. OpenSolar gives you the flexibility to reverse a transaction, re-open a proposal or contract, and mark a sold project as unsold again. This allows you to make the necessary changes without having to start over. Please note that there are two options for doing this and both are documented below:

Table of contents:

• When to Unsell a Project
• Option 1: Unselling a project using the project information:
• Video Walkthrough
• Option 2: Process a Change Order

When to Unsell a Project

Unselling a project is useful if:

• The customer has accepted a proposal, but you need to update system details or payment terms.

• A transaction was processed in error.

• The wrong system or payment option was marked as sold.

By unselling, you can make edits and then reprocess the sale once everything is correct.

Option 1: Unselling a project using the project information:

Follow these steps to unsell a project in OpenSolar:

1. Open the Project

   • Go to the Manage section of the project you want to update.

2. Update Sales Status

   • Expand the Sales tab.

   • Uncheck the Sold box.

   • This will remove the sale date, selected system, and payment option.

3. Delete the Transaction

   • Scroll back up to the Documents section.

   • Click on the Transactions tab.

   • Click the Trash icon next to the transaction to delete it.

4. Change the stage to Design

   • Scroll up to in the manage page.

   • Select the "Designing" stage

5. Save 

   • Confirm your changes by saving the window.

At this point, the project is marked as unsold and open for updates.

Video Walkthrough

The video below demonstrates the full process of marking a project as unsold and reversing a transaction to allow edits.

Option 2: Process a Change Order

Before you start

1. The project should already be sold.
2. Design at least two systems on the project:
   • The original (sold) system
   • The revised system you want to offer
3. Make sure payment options are linked to both systems.
4. Have a Change Order document template available (Control → Other → Document Templates, type Change Order), or use an existing Change Order template in the generate dialog.

If the project only has one system, OpenSolar will warn that you need two different system options before a Change Order document can generate correctly.

Steps

1. Open the project and go to the Manage page.
2. Find the Documents section.
3. Click + Add document (or + Document on the Documents page).
4. Choose Generate document.
5. In Select a Document Template, choose your Change Order template.
6. Under Original System, select:
   • The system that is being changed (usually the sold system), and
   • Its payment option.
7. Under Revised System, select:
   • The updated system design, and
   • Its payment option.
   • If a fully revised design isn’t ready yet, you can pick the closest system and manually edit the fields on the next step.
8. Click Next.
9. Review and edit the Change Order fields/placeholders as needed (dates, system details, and other template fields).
10. Click Generate (or Save & Generate if the project has unsaved changes).
11. When generation finishes, download the document from the dialog, or find it in the project’s Documents list.

If you use DocuSign or PandaDoc

If the selected Change Order template is connected to DocuSign or PandaDoc, the final button will be Send Docusign Envelope or Send PandaDoc Document instead of Generate. That sends the Change Order for e-signature rather than only downloading a PDF.

After generating

• Share or send the Change Order document to the customer as needed.
• If you also need to update CashFlow invoice amounts after the sale, use Adjust Payments on the Payments tab. That does not create or update the Change Order document automatically.

Related

• Create a Change Order document 
• Getting Started: Document Management
• Post-Sale Payment Adjustments with CashFlow