Creating a document and adding its items

Click New document above the document list.

Step by step

1. Open Documents from the menu. On the right side of the toolbar above the list, click the + icon; its tooltip says New document. The icon is hidden if you do not have permission to create any document type.
2. The New document screen opens: Items and Notes are on the left, and Document type, Business partner, and Summary are on the right.
3. Choose a Document type first from the list of code - name. Until you do, the right column is nearly empty. The remaining header fields appear only after you choose a type, because the type determines which ones are needed.
4. Fill in the header: Origin, Warehouse, Series, and Issue date. Currency appears only for types with monetary values. Payment due date and Sale date appear only when the type requires them. If you choose Import as the origin, External number and Source appear too.
5. If the type requires a business partner, fill in the Business partner card. Find a customer record with Search customers; search starts after you enter at least 2 characters. Click a result to fill the name, tax ID, email, phone, and address in the fields below. Data you are not allowed to view is shown with asterisks and is not copied; those fields remain blank for you to fill in.
6. Add items in the left column. Enter text in Search products by name, EAN, or SKU..., then click a product in the results. It is added to the table with quantity 1. Clicking the same product again does not add another row; it increases the quantity.
7. Or scan an item: click EAN in the Items section heading. A Scan EAN and press Enter... field appears below search. The cursor returns to it after each scan.
8. Edit Quantity and Price in the table. Delete an unnecessary row with the red trash icon at its end; there is no confirmation.
9. Check Summary on the right: Items, Net, and Gross.
10. Click Create document. The button stays disabled until you select a type and add at least one item. Leave without saving by clicking Cancel.
11. You go straight to the saved document card. It has Draft status and no number yet; the number is assigned on approval (Document numbering and series).

Complete item details on the document card

The creation screen is deliberately minimal. Its item table has only #, EAN, Product, Quantity, Price, and Total. Unit of measure, VAT rate, discount, and warehouse location cannot be set there; those fields are on the saved document card.

1. On the document card, click Edit (key E). This button appears only when the status is Draft.
2. The item table reveals Product, Quantity, Unit, Price, VAT%, Discount %, Location (when required by the type), and Total. Make your changes; saving is automatic and delayed.
3. Add an item with the row at the bottom: Search products by name, EAN, or SKU..., then Quantity, Unit, Price, VAT%, and Location, followed by the green + icon. Confirmation: Item added.
4. Exit edit mode with Finish editing (Esc).
5. When the document is ready, click Approve in the card heading. There is no confirmation dialog; one click closes the document and, for types that affect stock, posts the warehouse movement (Documents and warehouse stock).
6. If the type has an approval path, the document moves to Awaiting approval; Approve and Reject buttons appear in the heading (Document statuses and what blocks editing).

Header (right column)

• Document type — required; select it by code + name. It determines which other fields appear, so choose it first.
• Origin — Native or Import.
• Warehouse.
• Currency — only for types with monetary values.
• Series — see Document numbering and series.
• Issue date, plus Payment due date and Sale date only if required by the type.
• External number and Source — only with Import origin.

Business partner

This card appears only for types that require one. Fields: Name / First and last name, Tax ID / VAT, Email, Phone, Address. Search the customer database with at least two characters.

Items (left column)

Add a product using Search products by name, EAN, or SKU... or scan it in scanning mode using the EAN button (Scan EAN and press Enter...). When there are no items, the screen says: No items — search for a product or scan an EAN.

On the creation screen, the table has #, EAN, Product, Quantity, Price, and Total, with a Gross total: footer. An EAN with no match in the catalog is added as a row labeled EAN: {code} (not found) with a price of zero; correct it or delete it.

The full set of item fields — Unit (default pcs), VAT%, Discount %, and Location (only when required by the type) — is available on the saved document card in edit mode.

How amounts are calculated

1. Base amount: quantity × unit price, reduced by the percentage discount or, if there is none, by the fixed amount discount.
2. For net-based calculation, the system adds VAT to the net amount.
3. For gross-based calculation, it derives net from the gross amount.
4. Rounding follows the type's setting: per item, on the summary, or none.

For types without monetary values or without a required price, amounts are not calculated at all.

The summary shows Items, Net, and Gross. Create document stays disabled until you choose a type and add at least one item.

Restrictions

• You can add, edit, and delete items only in a draft document (Document statuses and what blocks editing).
• Quantity must be greater than zero, except for corrections.
• Refusals say what is missing: Item requires a product link, …requires a VAT rate, …requires a unit price, or …requires a warehouse location.
• When a type does not allow an operation: This document type does not allow discounts / batch numbers / serial numbers / expiry dates or Unit of measure editing is not allowed for this document type.

For a document with a very long item list, details initially load the first 200 rows and fetch the rest separately.