Documents#

The Documents Landing#

Open Documents from a module's sub-module list (for example Orders → Documents or Assets → Documents). You see every document type you have access to, grouped under four headings: Sales & Fulfillment, Purchasing, Treasury & Payments and Inventory. A heading appears only when at least one of its types is listed in this module. If you have no access to any type, the page says so.

Use the view toggle at the top right to switch between List view (a dense row per type) and Grid view (a card per type, with how many documents are closed, how many are still open, the last document date and a one-line description). Your choice is remembered in your browser.

The Document List#

Click a type to see every document of that type. The page title is the type name. At the top right, Settings (Company settings access only) opens the type's set-up and New <type> starts a standalone document where the type allows it.

A standalone document is saved as you type, but it gets its number — and its row in the list — only when you submit it. If you close it before submitting, it waits in the list's Drafts tab, beside Documents — like drafts in an e-mail app. The tab shows how many you have (only you see your drafts). Each draft shows the customer (or supplier), its lines, their total so far and when it was last saved. Click a draft to pick up where you left off; Discard on its row throws it away after asking, or tick several and use Discard selected.

Search by number or counterparty, and filter by Status. The list is paged from the server (25 rows per page by default). Click a row to open the document view. If a type does not exist or you do not have access to it, the page says so.

Every document moves along the same ladder: Requested → Approved → Executed, or Cancelled. The Status filter works by these four names.

A document's own record status shows beside the main one — Approved · Superseded for a quotation replaced by a newer version, or a Sales Order's own step beside Approved.

A stock request — Stock Transfer (STR-), Stock Adjustment (ADJ-) or Goods Receiving (RCV-) — becomes Executed when its posting step moves the stock. Its view then shows Requested beside Confirmed (what actually moved — a received line that failed QC confirms 0); an adjustment shows the System quantity, theCounted one and the Difference (red down, green up). Stock requests move goods, not money, so they show no prices or total. A posting that fails leaves the request Approved.

The Document View#

Opening a document shows it in one place, with the order it belongs to and every document it came from or led to.

Marking an Invoice Paid#

When the customer has paid an invoice, open it and click Mark Paid. The invoice shows Paid · date · who. Only the person on the invoice's step, or an admin, can do this. It is a status mark only: nothing is posted to the books or to Treasury.

⋯ → Undo Paid takes the mark back (for example, a bounced cheque) and asks for a reason. Both actions are recorded on the order's History.

Marking a Quotation Lost#

When the customer turns down a quotation you made on its own (not inside an order), open it and choose ⋯ → Mark Lost. Choose a Reason from the company's Lost reasons (the same list an order ends Lost with, set in Orders → Settings → Outcome reasons) and add a Note. The note is required for reasons such as Other.

The quotation then shows Lost · reason (hover it for the date, who marked it and the note). It stays on record and you can still print it, but it is closed: it can no longer start an order. Reopen puts it back to issued if the customer comes back.

Who can do this: anyone who can edit quotations, or the quotation's own person. A quotation inside an order ends Lost with its order (Mark Lost… on the order). A quotation that something was already made from (a Sales Order, an invoice …) was won, so it can't be marked Lost.

How Totals Read on Documents#

Billing documents — Quotations, Pro-forma Invoices, Invoices and Collections — show the amount the customer pays first: the total incl. VAT, with net ₱… smaller beside it, in the document lists, on an order's Documents tab and at the top of the document view. The document view also lists Net (before VAT), VAT 12% and Total incl. VAT under the lines. A Sales Order is the order itself, so it reads like the Orders list: net first, incl. VAT beside it.

With no VAT difference (Zero-rated, Non-VAT, VAT-exempt lines) there is one figure and the tax words beside it. An invoice takes its VAT from its lines and its tax mode (prices VAT-inclusive or exclusive); a collection is split in the proportion of its order's invoices. Prints keep their own layout: Subtotal, VAT and Total.

Whole-Document Discount#

On a Quotation, Sales Order or Open PO, Discount on the whole document (beside the tax type) takes a % or an amount off the whole document. Ante spreads it over every line in proportion to the line's amount — after the line's own discount — and puts the rounding remainder on the last line, so the lines add up exactly to the discounted total. Each line keeps its share: a customer who orders just one item from the quotation keeps that item's part of the discount, and the order, the Open PO's agreed price, the invoice and Multibook all get the net amounts. VAT is worked out on the net.

The totals box shows Before discount and Discount. The rule How the document discount is shown (Documents → the type → Rules) sets only how it shows: On each line (the default — each line's amount includes its share) or As one line on the totals (the lines show their amount before it; the totals one discount row). Either way the share is carried on the lines.

Creating a Standalone Document#

Most documents are created by a workflow step. Some types can also be made on their own, without starting an order — the form itself is the document. A New button appears only for those types, and only when the type's creation setting is not Workflow only. The types that can be made on their own are the Quotation, Sales Contract, Proforma Invoice, Delivery Receipt, Receiving Report and Purchase Order. Out of the box the Quotation, Sales Contract and Purchase Order allow both ways; the other three are workflow only until the company changes their creation setting.

1. Open the type

   Go to the Documents landing or the type's list and click New (New <type> on the list page).

2. Fill in the form

   The document's form opens. The document is numbered when you submit the form, not when you open it.

3. Find it in the list

   After the form closes, the list refreshes and the new document appears with its number. A standalone document is not under any order until you attach it (next section).

Attaching a Document to an Order#

A document can be filed under one or more orders so the order's Documents view shows it. In the document view, the Orders panel has an Attach to order button.

1. Click Attach to order

   A dialog opens. If the document has no order yet, the order you pick becomes its home order. Otherwise the document also serves the order you pick.

2. Search and select the order
   Search orderstext

   Type an order number or a client name; matching orders are listed under Orders. If none match, the dialog says so.
3. Click Attach

   The order appears in the panel. To take the document off an order again, click Remove next to it and confirm — the document's home order is not changed.

How It Connects#