How do the documents status work

How do the documents status work

Written by Morgan Nouet
Last update: Wednesday, Jun 12, 2019

Every sales documents on Sellsy has its own range of status based on their progress within the sales process.

Those status are different from one document to the other. Here are the status available for an invoice:

The main advantage of the status is to get the information quickly and easily. A common example is to be able to filter the late invoices to send a reminder to your clients.

Most of status change are automatic. For example:

-Recording a total payment in an invoice will change the status to Paid.

-Sending an estimate by email will change the status to Sent.

-Canceling an invoice with a credit note will change the status to Canceled.

On the same note, the change of status between two linked documents are also made automatically.

A simple example is the transformation of an estimate to an invoice, which will change the status to Billed.

At any moment, you can check the links between the documents and their status by clicking on Document history from the document overview:

The tab will then display all the documents and their status:

Specific cases and complex scenarios

In some cases, the system can't determine by itself the status of the parent documents, as the concept of status is solely based on the notion of balance.

For example, if an estimate was converted into slightly different invoices (with a discount, for example), the total of the invoices is different from the estimate amount.

In that particular case, the system will ask you which status do you want to give to the initial documents.

Note: this alert will be displayed if the total amount if the total amount if lower or exceeds the amount of the parent document (the estimate in this example). These rules apply for the entire chain of documents.

You can also, from one single estimate, generate several delivery forms, then several invoices.

Once again, for a clear overview of your documents chain, click on the Document history tab.

Pro tip: if you click on the document from the document history, you can access the document.

Estimates, invoices, and business documents

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Written by Morgan Nouet and Clément Deschamps.