You may process sales documents (Invoices, Credit notes and Quotes) for debtor (customer / client) accounts and purchase documents (Purchases, Orders and Supplier returns) for your creditor (supplier / vendor) accounts. All documents and the options to manage these documents is done in the Documents option on the Action ribbon. Documents will create the necessary transactions and it will also generate the necessary source documents. Documents may be printed, reprinted, etc. in various layout files.

To access the Document selection screen:

On the Action ribbon, select Documents (F6).

This is the first screen displayed when you access the Documents in your Set of Books. At first, when you start a new Set of Books, and have not processed any documents, this list will be empty.

documents-list-screenStart ribbonAction ribbonReports ribbonSetup ribbonUser tab ribbonSelect document typesDebtor (customer / client) accountsCreditor (supplier / vendor accountsStock items (Inventory items)Batches (Journals)Reconciliation (Cashbook transactions)Open item linkContactpersonsCalendar (Planner)AccountsUpdate (Post) documentsHelp menuEdit menuInput menuCentral search (Investigator)Esport documentsChange SalespersonsChange Document reporting groupsDocuments context menuPrint barcodes or labelsCopy documentsCreate purchase on default supplierConcert invoice to orderConvert invoice to credit noteRedo discount on documentEdit accountCreate backordersCopy document to Order, Purchase, Supplier return, Quote, Invoice or Credit note.Adjust edit address and some fields on posted documents.Create account from document detailsSelect document typesFilter document status, posted, unposted, confirmed or openFilter optionsFilter optionsSelect layout filesSingle line modeNumber and totals of documents matching your filter and search criteriaUser nameName of the opened (active) Set of BooksFull path where the opened (active) Set of Books is storedCopy to orderCopy to PurchaseCopy to Supplier returnCopy to QuoteCopy to InvoiceCopy to Credit noteCreate a new documentEdit a selected documentPrint selected document(s)


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" screen 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


In addition to process Documents from this option, documents may be also be created from the following options on the Action ribbon:

Documents - Various context menu options.

Edit → Repeating invoices 

Calendar (Repeating invoices

Calendar (Invoices for hours

Calendar (Create invoice - context menu)

Input → Confirm (Quotes and Orders)