Documents — refusals and common questions

Step by step

Resolve an approval refusal

1. Click Approve in the row menu or the document heading.
2. Read the full message at the bottom of the screen. Validation does not stop at the first error: all reasons appear in one sentence, separated by semicolons. If you fix them one at a time, you will need as many attempts as there are semicolons.
3. Open the document, click Edit (E), and fix all the reasons at once; the full list of messages is below.
4. Try approving again. Success is confirmed by Document approved.

Messages beginning Item {n}: identify an item number in the document. Open the item table and correct that exact row.

If the only message is Approval error, the server did not provide a reason. Refresh the document (key R) and try once more.

When the refusal is about permissions

1. Note the action named in the message — editing, creating, approving, cancelling, duplicating, converting, fulfilling, recalculating, merging, printing, exporting, sending, viewing, or changing status. Each has a separate permission, so the message identifies exactly which one is missing.
2. Check whether the document has a warehouse. If it does, that warehouse must also be assigned to you; permission for the action alone is not enough. The message is otherwise the same.
3. Tell your manager both details: the action and the document type code. Those are the pair assigned to a role.

A separate message is No permission to create a document in this warehouse: you have permission for the action but are missing the warehouse assignment.

When the document is missing from the list

1. Check the filters and clear them with the red × beside the type tiles.
2. Check whether the document has a warehouse assigned to you. The list shows only documents from your assigned warehouses, plus all documents without a warehouse, which are not covered by this restriction.
3. If the list is completely empty, you lack document viewing permission. Without it, the query returns zero rows rather than a refusal.

When the document is in a warehouse receipt

The message Document is being received into the warehouse (WMS) — editing from the Documents module is blocked is not an error to work around. The document belongs to the receipt operation, which closes it. Return to the Receiving module and finish the operation there. → Document statuses and what blocks editing

When the document belongs to a repair shipment

The message Document belongs to a repair shipment — manage it from the repair shipment screen applies to every returns transfer parcel (to a workshop or manufacturer): an open parcel (its contents list), the MM document created when it is closed, and a receipt from our warehouse. Here, you can only view and print them. Finish the parcel under Put away → To another warehouse → Into parcel, finish the receipt in Receiving, and correct mistakes after closure in ERP. → Shipping to a parcel for repair or a manufacturer — packing, dispatch and return

When ERP is waiting to retrieve the document

The message Document is waiting for ERP to retrieve it — do not change anything here applies to a transfer draft for ERP. It is created when a parcel closes, when you click Create MM for a returns transfer, when you approve a receipt from our warehouse, or when you export MM for a wholesale return. It looks unfinished by design: it waits in the queue for the ERP bridge to retrieve it and assign its own number. Approving it manually removes it from the queue, so ERP will not learn about the movement. That is why the document is locked for viewing and printing. → Return transfers — routes to another warehouse (such as Defects), a workshop, or a manufacturer

Validation before approval

Several reasons appear in one message, separated by semicolons:

• Document requires items — add at least one.
• Document requires a business partner.
• Document type requires a customer — assign a customer from the database.
• Document type requires a supplier — enter the business partner's tax ID.
• Document type is internal — it should not have an external customer.
• Document requires an issue date / sale date / payment due date.
• Item {n}: requires a product link / VAT rate / warehouse location / unit price.

Editing and status

• Document editing is only possible in draft status — Document statuses and what blocks editing
• Document is being received into the warehouse (WMS) — editing from the Documents module is blocked.
• Document belongs to a repair shipment — manage it from the repair shipment screen.
• Deleting documents is not allowed. Use cancellation instead.
• This document type is inactive — new documents cannot be created.

Permissions

Each action has its own permission, so a refusal names the specific action: no permission to edit, create, create in this warehouse, approve, reject, cancel, duplicate, convert, fulfill, create an order from a document, recalculate, merge, print, export, send, view, or change status — always for this document type.

Permissions are granted to roles separately by action: view, create, edit, approve, cancel, duplicate, print, export, merge, send, fulfill, and recalculate.

There is also a warehouse restriction: only people assigned to a document's warehouse can see and change it. Documents without a warehouse are not covered by this restriction; keep that in mind when planning access.

Common questions

Why does a document have no number? In the default configuration, the number is assigned on approval, not when saving a draft. Imported documents are not assigned a number at all. → Document numbering and series

Why is a new type missing from the create document list? Types copied from system templates are inactive; activate them in settings. → Document types — 46 ready-made types and what each configures

Why did approval not affect stock? Either the type does not affect stock, the items have no specified location, or the type holds stock until approval. → Documents and warehouse stock

Why can’t I restore a cancelled document? Its cancellation reversed warehouse movements. Create a new document instead.

Can I correct an approved invoice? No. An approved document is closed; create a correction instead. → Corrections, fulfillment, merging, and conversion