Draft, submitted, cancelled and amended documents
Documents that move money or stock, like invoices, payments and stock transfers, go through four stages. You can see a document's stage under its title and in the Status column of the list.
| Status | What it means | What you can do |
|---|---|---|
| Draft | Being prepared. Nothing is posted yet. | Edit it, delete it, or submit it. |
| Submitted | Final. Its stock and accounting entries are posted. | Cancel it. It can't be edited or deleted. |
| Cancelled | Reversed. Its entries are undone, but the document stays for the record. | Amend it. It can't be deleted. |
| Amended | A new draft copied from a cancelled document, to correct it. | Works like any draft. |
Submit
When the draft is ready, click Submit. Zanix saves your last changes first, checks the document again, then posts it. If something is wrong (for example, not enough stock), Zanix tells you what and why, and the document stays a draft.
After submitting, the form is read-only.
Correct a submitted document: cancel, then amend
A submitted document can't be edited, so the history of what was posted stays true. To correct one:
- Open it and click Cancel. This reverses everything it posted. The document stays, marked Cancelled.
- Click Amend. Zanix creates a new draft with the same details and lines, numbered after the original: INV-0001 becomes INV-0001-1, and amending that one gives INV-0001-2.
- Fix the draft and submit it.
The amended document shows "Amended from INV-0001" under its title, so you can always follow the chain.
Delete
Only drafts can be deleted. Submitted and cancelled documents are always kept.
Lines (tables inside a document)
Many documents have a table of lines, such as the items on an invoice. Click Add row to add a line, drag rows to change their order, and use the bin icon to remove one. If a line has a mistake, the message tells you which row and which column, for example: "Qty in row 2 of Items must be a number."