Document Types

The Back Office features a variety of document types, including Sales, Purchases, and Inventory. Each document type is described in detail below.

Sales Document - It is a formal record used in business transactions to capture the details of a sale. It typically includes information such as the products or services sold, quantities, prices, terms of sale, customer information, and the date of the transaction. Sales documents are essential for tracking revenue, managing inventory, and maintaining accurate financial records. They serve as the basis for generating invoices, updating inventory levels, and analyzing sales performance.

Type of Sales Document:

Invoice-waybill - This is the default document that should be created when a sales transaction has taken place. An invoice-waybill removes sold goods from inventory, as well as generates revenue. This is also a type of document generated from an online order.
Receipt - Acts identically to an invoice-waybill, but the printout is formatted like a receipt. All sales made from the point of sale are saved as receipts.
Quote - A (typically non-binding) document to inform customers about pricing, or to make them a sales proposal. A quote does not affect revenue or inventory, but there is a check box on a Quote to place a "reservation" on the listed items (to put them on "layaway") — for example when expecting that a sale will soon follow, to ensure that there will be enough inventory on hand.
Order - A request from a customer to buy certain items. By default, an Order always places a reservation on the listed items; this can be disabled with a check box in Settings → Configuration.
Credit Invoice - This is the document that will be generated for returning or refunding an Invoice-Waybill or Receipt.
Prepayment Invoice (Lay-by, Layaway) - Can be issued to a customer ahead of an actual shipment, to collect a partial or full prepayment. Does not generate sales revenue or subtract goods from inventory.
Waybill - Moves goods out of the warehouse, but does not generate sales revenue. A common process (with larger corporate customers) is that goods are delivered to them as often as needed, and each shipment is accompanied by a waybill. At the end of the month, a summarized invoice is issued for all the month's shipments.
Invoice - Generates sales revenue, but does not affect inventory.

Purchase Document - is a formal record used in the procurement process to document the details of a transaction where a business acquires goods or services from a supplier.

Type of Purchase Document:

Purchase Order - A formal document sent from a buyer to a supplier, specifying the details of the order, including quantities, prices, and delivery terms.
Purchase Invoice - It is a document issued by a supplier to a buyer, detailing the goods or services provided and the amount owed by the buyer.
Purchase Return - It is a transaction in which a buyer returns goods previously purchased from a supplier. This return can occur for various reasons, such as receiving defective, damaged, or incorrect items, or simply because the goods do not meet the buyer's expectations or requirements.

Inventory Document - It is a formal record used to track and manage inventory within a business. It provides detailed information about the quantities, locations, and status of goods or materials that a company holds. These documents are crucial for maintaining accurate inventory records, ensuring proper stock levels, and supporting various operational and financial processes.

Type of Inventory Document:

Inventory Transfer - It is a process of moving goods or materials from one location to another within a business.
Inventory Registration - records new inventory items into a company's inventory management system.
Inventory Write-Off - It is the process of removing the value of inventory that is no longer deemed usable, sellable, or valuable from a company's accounting records. This typically occurs when inventory items are damaged, obsolete, expired, or otherwise deemed unsellable.