How documents flow
Almost everything you do in Sales and Purchase is a document. Every document has a status that tells you what you can still do with it.
Statuses
Section titled “Statuses”| Status | What it means | What you can do |
|---|---|---|
| Draft | Work in progress | Edit it, or delete it (“Draft deleted”) |
| Confirmed | Agreed and locked (“Document confirmed and locked”) | Convert it to the next document. Quotes are the exception: they stay editable |
| Posted | Recorded in the accounts | Nothing can be changed. Corrections are made with a return or credit note |
Posting an invoice creates a journal entry in the accounts and tells you its number: “Invoice posted to journal entry #…”.
The sales path
Section titled “The sales path”Quote (SQ) → Sales Order (SO) → Delivery Note → Invoice (INV) → payment.
On each document the buttons offer the next step, for example Convert to Sales Order, Create Delivery Note, Convert to Sales Invoice and Post Invoice. After posting you can Apply to Account or Apply Advance, Issue Refund, Create Return, or Preview / Print.
The purchase path
Section titled “The purchase path”Purchase Order (PO) → Goods receipt (GRN) → Purchase invoice (PI) → payment. The buttons are Convert to Purchase Order, Create GRN or Receive Goods, and Create Purchase Return.
Why nothing is ever deleted
Section titled “Why nothing is ever deleted”Once a document is posted it is part of your accounts. To correct it you create a return or credit note, which posts its own entry. The original stays, so your audit trail is complete.