Using Beacon for Confirmed Edits

Daily OperationsUpdated October 16, 2026 · Reviewed by Peasy Team

Beacon can help with item cleanup, customer names, addresses, payment terms, notes, catalogs, ship-from locations and emails, vendor contact details and ordering settings, item details such as SKU and sale price, location details, purchase order details and status, sales order details such as the PO number, dates and addresses, invoice notes and dates, bill details such as the bill number, dates, shipping and tax, catalog names and descriptions, flagging an item to restock, archiving or reactivating customers, vendors and items, your Count badge threshold, restock points at a location, adding items to your purchase cart, duplicating a sales order, and creating personal To-dos with reminders. It shows you the exact proposed changes before anything is saved.

How to Get There

  1. Open Beacon from the chat icon or the Ask Beacon action in the command palette.
  2. Ask for an item cleanup, such as "Change items with unit case to Case," ask Beacon to add exact items and quantities to your purchase cart, or say something like "Remind me to call the printer Friday."
  3. Review the preview Beacon shows in its reply.

On the phone, open an Ask Peasy conversation and make the same request. Review and approve the preview in the conversation.

For customer emails, try "Change Acme's email to billing@example.com" or ask Beacon to clear the email. For customer terms, try "Change Acme's payment terms to 45 days" or ask Beacon to clear a customer's terms. If more than one customer matches, choose the intended customer before continuing.

You can also ask Beacon to change or clear a customer's Quick note, Catalog, or default Ship From location, such as "Set Acme's catalog to Wholesale." Name an active catalog or location in your company. Beacon shows the name it matched on the proposal; if the name matches more than one equally well, or none, Beacon asks which you mean. A note change replaces the whole Quick note. If the catalog or location is archived before you apply, that customer is left unchanged.

For one vendor, ask Beacon to change payment terms, lead time, order method, fulfilment method, or minimum order amount. For example, "Change Acme Supply’s payment terms to 45 days." Terms and lead time use whole, nonnegative days; a minimum order amount uses at most two decimals. Choose the intended vendor if the name matches more than one. Vendor groups are not supported.

For one vendor, you can also ask Beacon to change the vendor's name, order email, phone, website, notes, or address, such as "Change Acme Supply's phone to 555-0100." A vendor name must stay different from your other vendors' names, and a vendor is left unchanged if another vendor takes that name before you apply. For a customer, ask Beacon to change the name or the ship-to or bill-to address. A customer's phone comes from QuickBooks and is not changed by Beacon.

If your company syncs vendors or customers to QuickBooks, the proposal says that applying it also updates any of those records that are linked to QuickBooks, the same way saving the edit yourself does. Undo sends the restored values to QuickBooks too. If QuickBooks can't be reached, the change is still saved in Peasy, just as when you save the edit yourself.

For one active location, ask Beacon to rename it or change its description, address, city, state, ZIP, or color. For example, "Rename the Back Room location to Overflow." A location name can't be cleared and must be different from your other locations' names; a color uses a hex code such as #1A2B3C. To archive a location or change your Default location, use Configure > Locations.

For a purchase order you have placed, ask Beacon to change its PO Number, Order date, Expected date, Shipping cost, Carrier, Tracking, or the note printed for your vendor. You can name one order by its exact PO number, or a group: all open orders (not yet fully received) or one vendor's open orders, such as "Push the expected date on Acme's open orders to November 1." Beacon can also move an order between Created, Sent, Confirmed, Partially Received, and Received; this changes only the status, so marking an order Sent emails nobody and marking it Received receives no stock. If your vendor has portal access, an order marked Sent or later appears in their vendor portal with its number, dates, and shipping cost. A PO number can't be left blank, must be different from your other orders' numbers, and is changed on one order at a time. Orders in your purchase cart, received notes, and cancelled orders are left out. To cancel or reactivate an order, use the Purchase Orders page.

For active items, ask Beacon to change the SKU, Sale price, Notes, Supplier Item ID, Order Min (MOQ), or storage Area at your Default location. You can name one item or a group: the items from one vendor, in one category or item family, or on one catalog. For example, "Set the sale price to 12.50 on all items from Acme." A group shows ten items per preview; after you apply them, ask Beacon to continue. A SKU can be up to 100 characters, and an item whose new SKU would match another item with the same name, type, unit and supplier is left unchanged. The sale price is the item's base price, which every catalog without its own price for that item uses, so changing it on a catalog's items changes the base price, not that catalog's own prices. Customers see the Order Min (MOQ) in your catalogs and storefront. A note or area change replaces the whole value; separate several areas with |. Item names and units use Beacon's text cleanup instead; to change an item's supplier or status, use the Items page.

To repeat an order, ask Beacon to duplicate it by order number, such as "Duplicate SO-1042." Beacon makes the same new draft as Duplicate order on the order's ⋮ menu (see Creating Sales Orders), dated today. The preview names the order it is copying, the customer, the number of lines, and the order date. If two orders share that number, Beacon asks which one you mean.

You can also ask Beacon to change a sales order's number, customer Purchase order, Customer note, Internal note, Order date, Target date, Shipping, Ship from location, or its ship-to or bill-to address, such as "Set the PO on SO-1042 to 7781." Name one order, or a customer to change all of that customer's draft and open orders, such as "Push the target date on Acme's open orders to Friday." An order number can't be cleared and must stay different from your other orders' numbers, including deleted ones. When every ship-to (or bill-to) field is blank, the order shows the customer's address. Changing an open order's date updates that customer's reorder timing, just as saving it yourself does. The order's customer, status, discount, lines, shipments and invoices are not changed; use the order's own screen for those.

For an invoice, ask Beacon to change its Internal note, Customer note, Invoice date, or Due date, such as "Move the due date on INV-1042 to November 15." Name one invoice by its exact number, or a customer to change that customer's draft invoices and issued invoices that are unpaid or partly paid. The customer note prints on the invoice your customer sees; the internal note is for your team. Changing the invoice date does not move the due date, so ask for both when you want them to match. These changes don't change the invoice's total or mark it Edited - resend. When Peasy sends your invoices to QuickBooks, a linked invoice gets the change on the next sync, just as it does when you edit the invoice yourself. A canceled invoice is never sent. The invoice's number, shipping, discounts, totals, channel and status are not changed; use the invoice on its order for those.

For a bill, ask Beacon to change its Bill number, Bill Date, Due Date, Terms, Shipping, Tax, or Notes, such as "Set the due date on bill 4471 to November 15." Name one bill by its exact bill number, or a vendor to change all of that vendor's new, draft and open bills, such as "Push the due date on Acme's open bills to December 1." Beacon saves these the same way the Bills page does, so a bill number must stay different from that vendor's other bills (or, for a bill with no vendor, your other bills with no vendor; cancelled, discarded and deleted bills don't count) and is changed on one bill at a time, and changing Terms does not move the due date; ask for both if you want both changed. When Peasy sends your bills to QuickBooks, a linked bill gets the change too, and a bill not yet in QuickBooks is created there if your company creates bills in QuickBooks automatically, just as when you edit the bill yourself. Paid and cancelled bills can still be changed one at a time; deleted and discarded bills are left out. The bill's vendor, status, discount, lines and attachments are not changed; open the bill on the Bills page for those (see Managing Bills).

For your company, ask Beacon to change the Count badge threshold: how many days after an item's last count it shows a Count badge on Inventory. For example, "Flag items for a count after 30 days." The threshold is a whole number of days, at least 1; ask Beacon to turn it off to clear it.

For one active catalog, ask Beacon to rename it or change its Description, such as "Rename the Wholesale catalog to Trade." The name is shown on your storefront and can't be left blank; ask Beacon to clear the description to empty it. To change which catalog is your default or public catalog, turn a catalog on or off for the storefront, archive it, or change its prices, use Configure > Catalogs.

To put an item in the Buy or Make group in To-Dos before it reaches its Restock Point, ask Beacon to flag it to restock, such as "Flag Cold Brew to restock." This is the same as Flag to restock on the item's detail panel. The flag belongs to the whole item family, so naming a variant by its SKU flags its family. Beacon flags or unflags one item at a time. See Restock Points.

To archive a customer or vendor, ask Beacon to mark it inactive, such as "Archive Acme Supply." To bring one back, ask Beacon to reactivate it. This makes the same change as deactivating it on the Customers or Vendors page, and Beacon never deletes a record. You can archive a group of active customers, such as "Archive every customer on Net 17"; reactivate customers and vendors by name, one at a time. When an active and an inactive customer have the same name, Beacon uses the active one; to reactivate the inactive one, Beacon asks which you mean. Records already in the requested status are left out, and sales-channel customers aren't offered.

To archive an item, ask Beacon to mark it inactive, such as "Archive Cold Brew." An item's name means the whole item family, so every variant is marked inactive, as it is when you mark it inactive on the Items page. To archive just one variant, name it by its SKU or as the name and unit, such as "Archive Cold Brew (case)." You can also archive every active item from one vendor or category, such as "Archive all items from Acme Supply." When an archive leaves the whole family inactive, Peasy renames the family to "Name (inactive)" so a new item can use the name, just as the Items page does. If a variant named on its own is still used by mappings, templates, or restock points, Beacon won't archive it; open its item page to replace it there. To bring an item back, ask Beacon to reactivate it by name, one at a time. Undo these changes puts the status back, and the family's original name too when no other item has taken it.

For one location, ask Beacon to set or clear the Restock Point of up to 10 item families, such as "Set the flour restock point at Main Kitchen to 2 cases." Beacon can also apply the restock points it recommended once you say which ones. Name the location and, if Beacon can't tell, the unit; it keeps the unit a restock point was set in, or uses the item's only buying unit. Items that already have that restock point are left out of the preview. See Restock Points.

Review the Preview

For supported requests, Peasy shows a preview card for each proposed batch, with every record in that batch and the exact result of applying it. If you ask to change a customer's email and payment terms together, review the separate email and terms cards. Each card has its own approval, Cancel, and Undo; applying one leaves the other waiting for your approval. Saved cards remain available when you reload the conversation.

Text cleanup, customer email, customer payment-term, vendor-setting, item, location, purchase order, sales order, invoice, bill, catalog, item family, company setting, restock point, and archive or reactivate previews show the current and new values. A cleared email or payment term appears as None. Purchase-cart previews show the item, supplier, receiving location, unit, current cart quantity, and resulting cart quantity. To-do previews show the title, any details, and the reminder date when you supplied one.

Customer email, customer field, item, purchase order, and bill previews are limited to 10 records per approval. If another batch remains, review and approve its separate preview before those records change. Text cleanup previews are limited to 10 matching changes. If more matching records remain, the preview says so; after applying the current batch, ask Beacon to continue with the next one. A purchase-cart preview can contain up to 100 exact lines and may ask you to choose a location or item variant before it can continue.

Nothing changes while you are looking at the preview.

Apply or Cancel

Use the buttons in the preview card:

  1. Tap or click Apply changes for text cleanup, customer email, customer terms, vendor settings, item details, location details, purchase order details, sales order details, invoice details, bill details, catalog details, restock flags, company settings, or restock points, Mark inactive or Mark active to archive or reactivate customers, vendors, or items, Add to cart for a purchase-cart preview, Duplicate order for a sales order copy, or Create to-do for a To-do preview.
  2. Tap or click Cancel to leave everything unchanged.

After changes are applied, use Peasy on the web to review the updated records on Items, Inventory, Customers, Vendors, Orders, Invoices, Purchase Orders, Bills, or Configure > Locations, open the purchase cart, or open To-Dos. Adding items to the cart does not submit or send a purchase order.

Undo Changes

After Beacon applies a change, it offers an Undo button. For customer email, terms, vendor settings, item details, location details, purchase order details, sales order details, invoice details, bill details, catalog details, restock flags, company settings, restock points, and archive or reactivate changes, the button is Undo these changes. For purchase-cart changes, the button is Undo cart changes. For a duplicated order, it is Undo this copy, which deletes the new draft. On the web, the card also shows Open, which opens the record Beacon changed or created so you can review or edit it there. When the change covers several records, items, a location, a catalog, a restock flag, or company settings, Open takes you to the list instead.

Undo only reverses rows that still match what Beacon changed. If someone edited the same record after Beacon applied the change, Peasy leaves that row alone instead of overwriting newer work. A duplicated order is only removed while it is untouched: once anyone edits it or its lines, or ships, invoices, or takes payment on it, Undo keeps it.

Good to Know

  • A family rename also updates its hidden inventory unit, so Templates using that unit as an output show the new name. Other variant names stay as they are.
  • When a text cleanup card says more matching records remain, ask Beacon to continue after applying the current batch.
  • Text edits are limited to narrow cleanup, such as item or family names and unit labels.
  • Customer terms can be a nonnegative whole number of days or cleared. Changing the default does not rewrite due dates on existing invoices. Undo leaves later changes to those terms alone.
  • Customer email changes also reconcile the primary contact. Undo restores the email and affected contact changes only while they still match Beacon's result; later changes to those values are left alone.
  • On the phone, you can review, apply, cancel, and undo supported text cleanup, purchase-cart, customer email, customer terms, vendor-setting, item, location, purchase order, sales order detail, invoice, bill detail, company setting, archive or reactivate, sales order duplicate, and To-do changes. Use Peasy on the web for guided screen workflows.
  • When adding text, Beacon must use the exact records, a literal name filter, or a broad scope you explicitly requested. It will not silently choose the first records in the catalog.
  • For purchase-cart requests, Beacon uses a resulting quantity unless you explicitly ask to add more. If your business has multiple active locations, include the receiving location or choose one when Beacon asks.
  • Purchase-cart changes only update the draft cart. Beacon does not submit, send, or place purchase orders through this flow.
  • A To-do can be about almost anything. If you do not give Beacon a date, it creates the To-do and an undated reminder instead of guessing.
  • Reminders currently save a date, not a specific time of day.
  • This To-do action does not add recurrence or automatically link the To-do to a customer, vendor, item, or order.
  • To adjust one item's on-hand at one location, Beacon offers the adjustment screen filled in for you, or makes the adjustment from its card. See Adjusting Inventory. Beacon does not use this flow to change conversions, templates, or history.
  • Beacon does not use this flow to change a sales order's lines, customer, or status.
  • If the original order changes after Beacon shows the duplicate preview, applying it makes nothing; ask Beacon for a fresh preview.
  • To add a new customer, Beacon opens New Customer filled in for you to check and save yourself instead of showing a preview. See Managing Customers.
  • To add a new item, Beacon offers New Item filled in for you to check and save, or creates the item from its card. See Add Your Items.
  • If the preview looks wrong, tap or click Cancel and ask Beacon for a narrower request.
  • If records changed after the preview, Beacon may skip them rather than overwrite newer work. Later batches leave previously skipped records out; ask for a new preview if you still want to change them.
  • If no proposed changes are still fresh, Beacon asks you to prepare a new preview instead of applying the old one.
  • If a reply is interrupted after you apply a change, check the saved result before trying again. On the phone, tap Check what happened; on the web, refresh the page. Checking the result does not repeat the change.

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