Document statuses and what blocks editing

There are eight statuses: Draft, Awaiting approval, Approved, In progress, Fulfilled, Sent, Cancelled, and Corrected. On narrow screens they are shortened to Await., Approved, In prog., Fulfilled, and Corrected.

A new document starts as Draft.

Step by step

Find out why a document cannot be edited

1. Open the document from the list; it appears on the Document details tab.
2. Check the status badge in the heading. Edit (E) appears only for a Draft document, and only if you have permission to edit that type.
3. If there is no button and the status is Draft, look above the badges for a lock notice: Document is being received into the warehouse (WMS) — editing and approval take place in the Receiving module. The WMS receiving badge appears beside the status.
4. For any other status, the answer is simple: do not edit the document; create a correction instead — Corrections, fulfillment, merging, and conversion.

Edit a draft

1. Click Edit (E) or press E.
2. Edit the header, items, business partner, or notes. Short messages confirm saves: Details saved, Business partner details saved, Notes saved, Item added, Item removed.
3. Exit edit mode with Finish editing (Esc) or press Esc.

Trying to change a document that has since left draft status is refused with Document editing is only possible in draft status.

Approve a document with an approval path

1. Click Approve in the draft document heading.
2. If the type has an approval path, the document moves to Awaiting approval and two buttons appear in the heading: Approve and Reject. Only someone with approval permission can see them.
3. After the final approval, the status changes to Approved; Reject returns the document to Draft.

Approving from the list shows Document approved. If the type does not allow the target status, the refusal says: Status 'confirmed' is not allowed for type {code}. Allowed: …. See Documents — refusals and common questions for other refusal reasons.

Restore a cancelled document

1. Find the document with Cancelled status in the list.
2. Open its row menu (three dots) and choose Restore. This action appears only for cancelled documents.
3. The document returns to its status from before cancellation, read from the cancellation record rather than guessed.

Three refusals and what to do:

• Document is not cancelled — nothing to restore. Refresh the list; someone may already have restored it.
• No cancellation record — the previous status cannot be determined. The system cannot determine where to return it. Create a new document.
• Cancellation removed warehouse stock — the document cannot be restored. Create a new one. This is final. See Documents and warehouse stock.

Editing is allowed only in Draft

You can edit the header and items only in Draft.

In every other status, you will see Document editing is only possible in draft status. For items, a separate message says they can be changed only in a draft document.

The answer to the common question is: do not correct an approved invoice; create a correction document (Corrections, fulfillment, merging, and conversion).

Manual transitions

• Approve — only from Draft or Awaiting approval.
• Cancel — from every status except Cancelled and Corrected.
• Change status to an available status:
  • Draft → Approved, Cancelled
  • Approved → In progress, Fulfilled, Sent, Cancelled
  • In progress → Fulfilled, Sent, Cancelled
  • Fulfilled → Sent

Automatic transitions

• Type with an approval path: approval moves the document to Awaiting approval and adds Approve and Reject to the heading. After the final approval → Approved; rejection returns it to Draft.
• Full fulfillment moves the source document to Fulfilled; partial fulfillment moves it to In progress.
• Full correction moves the source document to Corrected.

A second block independent of status

A document can be part of an in-progress warehouse receipt. Its card shows the WMS receiving badge and a message explaining that editing and approval take place in the Receiving module. Any attempt to change it from Documents is refused:

Document is being received into the warehouse (WMS) — editing from the Documents module is blocked.

Restoring a cancelled document

Choose Restore from the row menu; it appears only for cancelled documents. Refusal messages:

• Document is not cancelled — there is nothing to restore.
• No cancellation record — the system cannot determine the previous status.
• Cancellation removed warehouse stock — the document cannot be restored. Create a new one.

The last refusal is final and follows directly from the movement ledger — Documents and warehouse stock.

Keyboard shortcuts on the document card