An order goes through several stages. You create a new offer: Status "Draft". Then you send the offer to the customer: Status "Open". The customer accepts the offer. Status "Accepted". From the offer you now create an order confirmation, then delivery notes, invoices, etc.

This whole process happens primarily through the "Next step" button. There are 3 different steps which you can accomplish with it:

  1. Change status [more]
    This changes the status of the document (e.g. from Open to Paid).
  2. Actions [more]
    A payment, discount, del credere, etc. can be booked here. For purchase invoices you can also create payment orders (pain.001).
  3. Continue as [more]
    The order can be processed further here. For example you can create an invoice from an offer.

Note: All of these steps can be performed for a single document as well as multiple documents.

Change status

Every category (offers, invoices, etc.) has its own statuses defined. Two examples:

Offer: Draft, Open, Accepted, Rejected

Invoice: Draft, Open, Reminded 1, Reminded 2, Paid, Canceled

These are pre-configured by the application, but you can customize the entire process to your needs, see Categories.

You change the status of a document by clicking on "Next step" and then on the desired status.

Associated actions

A status can have an action attached to it. If you noticed a "..." next to the status name, that's a status with an action.

Book

If you change the status of an invoice to "Paid" you'll be asked if you would like to add a payment book entry.

With the status change alone there are no payment book entries created automatically, you still have to do this. Nevertheless, with the associated action you can perform these two tasks together.

You can define your own actions under Edit status.

Continue as

If you change the status of an invoice to "Reminded 1" you'll be asked if you would like to create a "Reminder" document.

The status "Reminded 1" is just that: A status of the invoice document. With this alone you cannot send reminders to your customers. But with the associated action you can do both: Click on "Yes" and you can create the reminder document from the invoice, with its own date, own items, etc. This way you can make changes to the items if needed, e.g. if you would like to add a fine.

You can define your own actions under Edit status.

Status effects

By default a status does not have any other consequences other than the status being set. However, there are few consequences that status can have:

  • Book entries are created or not
  • Article stock is adapted or not
  • The document is closed or not

More information about this you'll find under Edit status.

Acti ons

With the pre-configured workflow the following documents can have book entries and contra-entries:

  • Invoices (Sales and Purchase)
  • Credit notes (Sales and Purchase)

Click on "Book Payment" to enter a payment book entry for an invoice. A dialog appears in which you can enter date, account, amount, etc., see Edit book entry.

All book entries which have been created from a document can be viewed in the Book entries dialog (which you'll find in the "More" menu or via the "Book entries" button in the view of a document).

You can also create your own book entry templates which will appear in this menu, see Categories / Book entry templates.

Note: When an invoice was paid in full, you can enter payments faster by just changing the status to "Paid". You'll be asked right away if you would like to add a payment, see Change status.

Process for partial payments: Click on “Book Payment” in each case and adjust the amount accordingly to record the partial payment. When you enter the last partial payment, simply click on the “Paid” status and enter the last payment.

C ontinue as

With "Continue as" you can, for example, create an invoice from an offer, which will be part of the same order. The edit dialog for the new document appears, already pre-filled with the data from the current document which you are continuing.

More information under Edit document.

Furthermore the field "Continued from" is automatically filled with the previous document. By setting this field, a reference to the previous document is displayed on the PDF of the new document, e.g. the offer date and offer number on the invoice document.

The new document is linked to the previous document (e.g. offer and invoice). They are together in a dossier. This way you can jump between documents of the same order.

More information under Dossier.

Purchase <--> Sales

A purchase document can also be continued as a sales document, and vice-versa. For example, you can create the purchase order for the vendor from a sales offer for the customer. All data (items, etc.) will be adopted, except for a few fields like date, number, status, etc.

The article prices will be adopted freshly from the inventory. So if you have created a purchase document from a sales document, the prices are replaced by the purchase prices defined in the inventory, if defined. If no purchase prices are set, the sales prices are kept.