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) screen will be initiated.
This "Document list" 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.
The "Document entry" screen can be accessed for existing Invoices, Credit notes, Purchases or Supplier returns as follows:
1.Unposted documents - This is the default option on the "Document list" 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.
Quotes and Orders will not be listed, if the "Unposted" field is not selected on the "Document list" screen. 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.