Once you have selected a specific Document type and the Debtor (customer / client) account or Creditor account or an existing Document (to edit), the Document type entry (Invoice, Credit note, Quote, Purchase, Supplier returns or Orders) will be initiated.

This "Document entry" screen displays similar information as found in a source document (e.g. Invoice, etc.) such as the details of the selected Debtor or Creditor account, etc. You only need to select the stock items, enter quantities, discounts, comments, etc. or to edit the transactions, discounts, comments, etc.

Once a document (Invoices, Credit notes, Purchases or Supplier returns) have been updated (posted) to the ledger, you cannot edit or change these documents.document-status

Document status

The "Document entry" screen can be filtered by the document status for existing Invoices, Credit notes, Purchases or Supplier returns as follows:

1.Unposted documents - This is the default option on the "Document entry" screen. Any document (Invoice, Credit note, Quote, Purchase, Supplier returns or Orders) may be edited, if it is not yet updated or posted to the ledger.

2.Posted documents - If you deselect (remove the tick) in the "Unposted" option on the "Document list" screen, you may view the documents as they were originally processed in the "Document entry" screen before these documents were updated (posted) to the ledger.

The reason for this is, that quotes and orders cannot be posted (updated) to the ledger. Quotes need to be converted to Invoices and Orders need to be converted to a Purchase documents. Once a Quote or Order is confirmed, the Status will change to "Posted". 

3.Confirmed - The status for Quotes and Orders will may be filtered as Confirmed, Posted or Unposted, "Document list" screen. In the Document entry header of Quotes and Orders, the "Status" may also be changed.

 document-status-quotes-orders

When a Quote or Order is created, the Status is set as Open. Once a Quote or Order is confirmed, the Status will change to "Posted". You may change it to "Confirmed" when editing the Quote or Order.


Access document types

The six (6) document types are grouped as follows: document-types

1.Sales documents - 

a)Quotes - You may need to produce a Quote for your debtors (customers / clients). When the Quote is accepted, you may confirm the quote (convert the Quote to an Invoice). 

b)Invoices - Invoices are created for debtors (customers / clients). This will generate a source document which can be printed. The Invoice, can be edited before it is posted (updated) to the ledger. When an Invoice is posted (updated) to the ledger, the transactions in the Sales journal will automatically be generated.

c)Credit notes - Credit notes are created for debtors (customers / clients) to correct a transaction or an exiting posted Invoice or to cancel the Invoice. This will generate a source document which can be printed. The Credit notes, can be edited before it is posted (updated) to the ledger. When a Credit note is posted (updated) to the ledger, the transactions in the Sales journal (or Sales returns journal) will automatically be generated.

2.Purchase documents - 

a)Orders - You may need to place an Order with any of your creditors (suppliers / vendors). When the goods are received or services are provided, you may confirm the Order against the actual goods received and the original Order. You will do this by converting the Order to a Purchase document. 

b)Purchases - Purchase documents are created for creditors (suppliers / vendors). This will generate a source document which can be printed. The Purchase document, can be edited before it is posted (updated) to the ledger. When a Purchase document is posted (updated) to the ledger, the transactions in the Purchase journal will automatically be generated.

c)Supplier returns - Supplier returns are created creditors (suppliers / vendors) to correct a transaction or an exiting posted Purchase or to cancel the Purchase. This will generate a source document which can be printed. The Supplier returns, can be edited before it is posted (updated) to the ledger. When a Supplier return is posted (updated) to the ledger, the transactions in the Purchase journal (or Purchase returns journal) will automatically be generated.

Access document types - Stand alone screensaction-ribbon-documents

By default, the "Document list" and the "Document entry" screens will be launched as a Integral part of the program. If you access the document types from the following options, it will be launched as separate screens:

1.Documents icon on the Action ribbon and select the document type.

2.Input menu on the Action ribbon

Input Sales documents menu

input-menu-sales-documents

Input Purchase documents menu

input-menu-purchase-documents