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Change an open Business Central sales document without surprises
For sales teams who need to update dates, quantities or references on an open quote, order or invoice, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
Customer changes turn into risky edits on sales documents
Each change to a date, quantity or reference means editing an open quote, order, invoice or credit memo in Business Central. Edit a released document, cut a quantity below what has shipped, or add a blocked item, and errors follow downstream.
Without PopdockAI
- Find the document and check whether it is still open
- Edit lines without seeing what has shipped
- Add an item without noticing it is blocked
- Discover the mistake when the invoice is wrong
With PopdockAI
- Posted, released and closed documents are stopped with a reason
- Shipped quantities are protected and blocked items refused
- You review a before and after table for every field and line
- Only the changes are written and read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Apply `{changes}` to the open sales document `{document-number}`.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Find the document**
Call `business-central-get-sales-transaction` with document-number set to `{document-number}`. If nothing comes back, call `business-central-get-posted-sales-invoice` with invoice-number set to it; if that matches, stop and explain that a posted invoice cannot be changed and a credit memo is needed (the issue-sales-credit-memo prompt). Note document-type and status. If status is not Open, stop: a released document must be reopened in Business Central first.
**Step 2: Read the lines**
Call `business-central-get-sales-transaction-line` with document-number. The line-number of each line is the sequence the update tools use.
**Step 3: Plan the changes**
Map `{changes}` onto header fields and lines. Pick tools by document-type:
* Quote: `business-central-update-sales-quote`, `business-central-update-sales-quote-line`, `business-central-create-sales-quote-line`
* Order: `business-central-update-sales-order`, `business-central-update-sales-order-line`, `business-central-create-sales-order-line`
* Invoice: `business-central-update-sales-invoice`, `business-central-update-sales-invoice-line`, `business-central-create-sales-invoice-line`
* Credit memo: `business-central-update-sales-credit-memo`, `business-central-update-sales-credit-memo-line`, `business-central-create-sales-credit-memo-line`
For an order line, never lower quantity below quantity-shipped. For a new item line, check the item with `business-central-get-item` and refuse blocked items.
**Step 4: Preview and confirm**
Show a before-and-after table for each changed field and line. Ask for confirmation.
**Step 5: Apply**
After confirmation call each update once: headers with number set to the document number; lines with document-number and sequence set to the line-number, passing only the fields that change.
**Step 6: Confirm the result**
Re-read with `business-central-get-sales-transaction` and `business-central-get-sales-transaction-line` and show the new values.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Pass only the fields that change; the update tools leave the rest as they are.
* There is no delete tool. To remove a line, set its quantity to 0 and say so.
**Validation:**
* If `{changes}` is ambiguous about which line it means, list the lines and ask.Who it's for
One answer, three teams that use it
Sales reps
Keep up when customers change their minds
Change a delivery date or quantity on an open order the moment a customer asks, without opening Business Central.
Push the requested delivery date on Business Central sales order SO-2210 to January 8 and add 5 Trail Jackets.
Order desk
Edit open orders without breaking shipments
Quantities never drop below what has shipped, so the order and the warehouse stay in step.
Reduce the Wool Socks quantity on sales order SO-2214 to 20 for Northwind Traders.
Billing specialists
Know when a credit memo is needed instead
Posted documents are refused with a clear reason, so you correct an invoice the right way rather than editing it.
Change the external document number on sales invoice SI-1088 for Fabrikam to PO-55120.
How it works
What PopdockAI does when you ask
You name the sales document and the changes, and your AI assistant checks it is safe to edit. You review every change before anything is written.
01
Ask
You name the sales document and the changes.
02
Check
It finds the open document, reads its lines and refuses blocked items.
03
Confirm
You review a before and after table for every field and line.
04
Apply
It writes only the changed fields and reads the new values back.
The outcome
Sales changes that never touch what has shipped
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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