The Document Page
Every posted sales document opens on the same page: a header with the status, a due banner, three controls, the details and lines, the journal it posted, a summary rail and the Lifecycle panel. Learn it once and you know all of them.
An invoice, an estimate, a credit note and a delivery note all open on the same page. It is one scrolling workspace — there are no tabs — and its parts appear in the same order every time. Learning this page once is worth more than learning nine documents.
The header
The title is the type and number — Invoice #ACMEINV000127 — followed by the status badge and, where they apply, extra badges: Deferred Revenue, Recurring, a revision label, and Provisional on a document saved offline that has not yet reached the server. Beneath it a single line reads customer · created {date} by {who}.
To the right sits the action cluster, and it is always exactly three slots.
| Primary button | When |
|---|---|
| Record Payment | An invoice with a balance still outstanding. |
| Take Payment | A sales order, when kitchen mode is on for that centre. Opens a sales receipt rather than a receipt. |
| Update | The document is editable — see Editing, voiding and restoring. |
| Update (greyed) | A receipt or payment created from an uncategorised bank line. The tooltip explains why. |
| New | Nothing else applies. Starts a fresh document of the same type. |
When a money action takes the primary slot, Update and New move into the More menu rather than competing with it.
The due banner
Invoices, credit notes and statements carry a banner immediately below the header. It shows only on a live, approved document — never on a draft, a voided document, or one still waiting for approval, where it would be misleading.
| Banner | Tone | When |
|---|---|---|
| 12 Days Overdue — Was due on Aug 14, 2026 | Red | The due date has passed and a balance remains. |
| Due Today — Payment is due today | Amber | The due date is today. |
| Due in 3 Days — Due on Aug 30, 2026 | Amber | The due date is within a week. |
| Not Yet Due — Due on Sep 30, 2026 | Blue | More than a week away. |
| No Due Date — No due date has been set | Blue | The document carries no due date. |
| Paid / Settled — has been fully paid / settled in full | Green | Nothing is outstanding. |
| Written off — was written off as bad debt | Blue | The balance was recognised as a loss. Deliberately not green. |
While a balance remains, the banner also carries a right-aligned Balance figure.
The banner does not work out the payment state for itself — it renders the same word the header badge is already showing. This is deliberate: the two used to derive it independently, and a payload where the balance and the status disagreed once painted a green "fully paid" banner directly above a red "Unpaid" badge.
The body
Details — a description list: the customer (a link to their page), Date, Due date, Center, Payment method and Project, each shown only when the document has one.
Items — the posted lines exactly as saved: Item, Qty, Rate, Discount, Tax, Amount. Totals are not repeated here; they live in the rail.
Journal Entries — the entry the document posted, with Date, Account, Debit and Credit and a Total row. It is embedded in the document rather than hidden in Finance, because "what did this actually do to my books" is a question you ask while looking at the document.
| Badge / alert | Meaning |
|---|---|
| Preview | The document is a draft or awaiting approval. The entries shown are what it will post, not what it has posted. |
| Draft document | These journal entries will become active once the document is posted. |
| Pending approval | They will become active once the document is fully approved. |
| Document returned | Not reflected in the ledger. Update and resubmit for approval. |
| Document rejected | They will never be reflected — the document was rejected. |
| Includes Scheduled | Some rows belong to a deferred-revenue schedule and are not in the ledger. |
Note, Attachments and Messages follow. Messages is a thread for your own team on this document — a Write Message button, and the empty state "No messages yet — use "Write Message" to start a thread with your team." It is internal; the customer never sees it.
The summary rail
On the right, sticking as you scroll:
| Row | Shown on |
|---|---|
| Subtotal | Every document with a total. |
| Document discount | When one was applied. |
| One row per tax, named | When tax was charged. |
| Total | Every document with a total. |
| Paid — or Paid (cash) and Credits applied | Invoices and statements. The pair appears when a credit note participated. |
| Balance due | Invoices and statements. |
| Settled by | A list of every receipt and credit note that cleared it, each a link, each with its amount. |
Receipts and payments replace the rail's Summary with an allocation table instead — see Matching a receipt to invoices. Delivery notes and goods received notes have no Summary at all: they move goods, not money.
Below the rail sits the Lifecycle panel — the document's place in the chain and everything linked to it. It has its own page: The Lifecycle panel.
Downloading and printing
Download offers three things:
| Item | What you get |
|---|---|
| The document rendered on your template, with your logo — or your centre's logo, when that centre has its own. | |
| Excel | A two-sheet workbook: Summary (Document Number, Date, Status, From, To, Due Date) and Items (Item Name, Description, Quantity, Rate, Tax, Discount, Total). |
| Customize PDF… | A one-off field picker for this download only — your saved template is untouched. |
The Customize this PDF panel toggles: Business logo, Quantity column, Rate column, Discount column, Tax column, Item numbers (#), Subject line, Note, Payment details, QR + live link, and Document number (footer). Everything is on by default except item numbers.
Print is in the More menu. On a sales order or sales receipt in a business running kitchen mode, a second item — Kitchen ticket — prints the preparation copy at the configured width instead.
What a Portal user sees
A customer signed in to the portal gets a stripped, read-only version of the same document: the status and total, the items, the attachments and the message thread. Their single control is Download PDF. There is no Update, no Void, no Share, no Convert — and no Pay: the portal is a viewing surface, and nothing a customer does there writes to your ledger.
Related
- Changing a posted document: Editing, voiding and restoring.
- Moving to the next document: Converting between documents.
- Sending it to the customer: Sharing and reminders.
- The panel at the bottom of the rail: The Lifecycle panel.
- Finding the document in the first place: Tracking sales documents.