Sales

Tracking Sales Documents

Every sales list is a worklist: status tiles that total your exposure and carry the action for it, a promoted period, a filter drawer with a control per column, chooseable columns and three export formats.

Creating documents is half the job. The other half is knowing where they all stand — who is overdue, which receipts are still unapplied, which orders have not shipped. Every sales list in Trabalance is built for that second job, and they all work the same way.

The Invoices list: status tiles above, the promoted period and filters, the table, and the selection bar.

The tiles are the worklist

Above every list sits a row of status tiles. Each one totals the documents in that state for the period you are looking at, and the ones that need action carry the buttons for it.

Tiles by list

List	Tiles	Actions on the tile
Invoices	Overdue · Unpaid · Partly Paid · Paid	Remind and Record Payment on the first three
Receipts	Unmatched · Partly Matched · Matched	Reconcile on the first two
Sales Orders	Open · Partly Fulfilled · Fulfilled	—
Estimates	Pending · Approved · Rejected · Closed	—

Clicking a tile filters the list to that state. The tiles sum balance for open states and face total for settled ones — so the Overdue tile answers "how much am I owed and late on", not "how much did I invoice".

✅Paid and Settled count together

An invoice cleared by a credit note reads Settled rather than Paid. Both land in the Paid tile — the invoice is closed either way, and splitting them would make the tile answer a question nobody asks.

Landing on the work, not on everything

Three lists open pre-filtered rather than showing every row:

List	Opens on	Why
Estimates	Pending	The estimates that need a decision.
Sales Orders	Open	The orders that still need fulfilling.
Purchase Orders	Open	Same reasoning on the purchase side.

All is always one tap away in the tab strip above the table.

Invoices, Credit Notes and Credit Refund share one tab strip — they are the same conversation with a customer seen from three angles. Receipts sit with Payment Advice for the same reason. Administrators get an extra Voided tab on those grouped lists.

Other types get status tabs instead: Sales Orders show Open · Partly fulfilled · Fulfilled · Draft; Estimates show Pending · Approved · Rejected · Partly converted · Closed; Delivery Notes show Delivered · Draft. Cash Sales show only Draft, deliberately — a cash sale is paid by definition, so a Paid tab would say nothing.

Filtering

The period picker sits above the table, not inside the filter drawer. On a dated list the date is the decision every other filter hangs off, so it is promoted where you can see it. It still appears in the drawer as well.

The Filter drawer carries a control for every filterable column, and the options are the real values in your data — never a hardcoded list, so a choice can never return nothing:

Facet	Type	Appears when
Status	Multi-select	The list has more than one status in it
Customer	Multi-select	Any row has a customer
Center	Multi-select	Any row carries a center
Created by	Multi-select	Any row records who created it
Date	Range with presets	Always

A facet with no values hides itself rather than showing an empty control. Clear all resets the facets and returns the date to the current year.

⚠️All dates is a choice, not an absence

A list with no date parameters shows the current year. To read every document ever raised, pick All dates explicitly — the picker then says so. This matters because the default view and an unbounded view would otherwise look identical.

Columns

Every list carries the same five columns, and Number can never be hidden:

Column	What it holds
Number	The document number. Always visible.
Date Created	When the document was saved. One meaning, on every list.
Customer	The party, in bold, with the center quietly beneath it when the row has one.
Status	The derived status pill, with the due state alongside it on invoices.
Total	The document total, currency-prefixed and right-aligned.

Date Posted is available from the Columns menu and is off by default. It is the ledger date — the day the document entered the books and began affecting the Trial Balance — which is the date an accountant ages and reconciles by. It is blank on a document that has not posted, deliberately: showing nothing is honest, and showing a substitute date would read as fact.

✅Two document types drop the money columns

Delivery Notes and Goods Received Notes record goods moving, not money changing hands, so their lists omit Total. Cash Sales drop the Status column — every cash sale is paid.

Exporting

Export offers CSV, Excel and PDF, and the export dialog carries the same four facets as the filter drawer so you can narrow what leaves. The export adds fields that are not on screen: Category, Center and Project when any row has them, plus Due Status, Days Overdue and Has Attachments.

Acting on several documents at once

Ticking rows raises a selection bar with the count, Select all, Void and Clear. Void asks you to confirm and names what will be affected.

Two heavier bulk screens are reached from the tiles rather than the bar:

From	Screen	What it does
Record Payment on an invoice tile	Record Payments	Three modes — One Receipt → Many Invoices, One Invoice → Many Receipts, and Bulk Match. Choose the source (Cashflow Account or Uncategorized), the account and the method, then set an amount per invoice. "Pay selected in full" fills every row to its balance.
Reconcile on a receipt tile	Bulk reconcile	Groups the unapplied receipts into Ready, Review and Manual, with the confident ones pre-filled and auto-expanded. "All caught up" means nothing is waiting.

Reading the statuses

Status	Meaning
Draft	Saved, nothing posted. No journal, no receivable, no stock movement.
Unpaid	Posted and nothing collected against it.
Partly paid	Some cash or credit has landed; a balance remains.
Paid	Cleared in full by cash.
Settled	Cleared with a credit note participating. Counts as closed.
Written off	The balance was recognised as bad debt. Not a payment.
Unmatched	A receipt whose cash has not been applied to anything yet.
Partly matched	A receipt with cash still unapplied.
Matched	A receipt fully applied to invoices.
Open	A sales order with nothing delivered or billed against it.
Partly fulfilled	Some of the ordered quantity has moved.
Fulfilled	The order is complete.
Pending	An estimate awaiting the customer's decision.
Partly converted	Part of an estimate's value has moved onto an order or invoice.
Closed	An estimate fully converted.
Voided	Withdrawn. Excluded from balances and reports; still readable.

Acting on one document: The document page.
Applying a receipt to invoices: Matching a receipt to invoices.
Chasing what the Overdue tile finds: Sharing and reminders.
One customer's position rather than one document type: Customer detail and aging.

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