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5.2The sales document lifecycle at a glance

Chapter 5 · Sales·1 min read

DocumentStatusesPosts to the ledger when…
EstimateDraft → Sent → Approved / Rejected / Expired → ConvertedNever — a quote has no accounting impact.
Sales orderDraft → Confirmed → Open / Partially invoiced → Invoiced; CancelledNever — deliveries move stock, invoices post revenue.
DeliveryRecordedStock leaves the warehouse when the delivery is recorded.
InvoiceDraft → Sent → Partial → Paid; Overdue; Written OffMarked as delivered (sent).
ReceiptDraft → ClosedMarked as closed.
Credit noteDraft → Open → Closed; CancelledMarked as open.
Payment receivedRecordedImmediately.

Not every sale needs every step. A cash sale is a single Receipt; a simple billing is an Invoice and a Payment. Use only the documents your process needs — every document keeps a lifecycle timeline for the audit trail.

6.2The purchasing lifecycle at a glanceDocument Statuses Posts to the ledger when… Purchase order Draft → Open → Partially received → Fully received → Partially billed → Fully billed → Closed…Purchases5.8Receipts (cash sales)A receipt records a sale paid on the spot — there is no invoice-then-pay cycle. Sales → Receipts → New receipt: Customer *, Receipt number, Receipt date *,…Sales19.5Receivables, payables, sales and purchasesCustomer / Vendor Balance Summary — what each customer owes you, and what you owe each vendor. Customer / Vendor Transactions — every invoice, payment and…Reports22.4SalesInvoices Defaults and behavior for sales invoices. Changes affect new invoices only — existing ones keep the values they were saved with. Numbering — Prefix…Settings and administration