How sales documents work
Quotations, sales orders, invoices and credit notes - what each one does, its statuses and its numbering.
Legasum has four sales documents. They all live under Sales in the left menu and share the same list layout: a search box (Search document #), a status filter, and a table with Number, Customer, Date, Total and Status.
| Document | Menu item | Default number | Affects your books and stock? |
|---|---|---|---|
| Quotation | Quotations | QUO-000001 | No |
| Sales Order | Sales Orders | SO-000001 | No |
| Invoice | Invoices | INV-000001 | Yes, when posted |
| Credit Note | Credit Notes | CN-000001 | Yes, when posted |
Quotations and sales orders are paperwork only. Only a posted invoice or credit note creates accounting entries and changes stock.
The usual flow
- Create a quotation for the customer (optional).
- Convert it to a sales order, or straight to an invoice (optional). A sales order can also be converted to an invoice.
- Post the invoice. This books the sale.
- Record the payment when the customer pays.
- If goods come back or you give a discount afterwards, issue a credit note.
You can also skip straight to step 3 and create an invoice with no quotation or order. Over-the-counter sales go through the point of sale instead.
Statuses
| Status | Meaning |
|---|---|
| Draft | Saved but not final. You can edit or delete it. |
| Posted | An invoice or credit note that has been booked. It can no longer be edited. |
| Converted | A quotation or sales order that has been turned into the next document. It stays in the list as a record. |
| Void | A posted invoice or credit note that was cancelled and reversed. |
Document numbers
Numbers are issued automatically when you save, in the form PREFIX-000001 (for example INV-000042). A deleted draft's number is never reused. The company owner can change the prefix, padding, separator, suffix and next number for each document type in the company settings, in the Number Series card (open My Companies and choose Manage). Legasum refuses a setting that would repeat a number already in use.
Good to know
- Use the Branch shown in the sidebar picker to see one branch's documents at a time; a small badge, "Showing the branch picked in the sidebar", reminds you when the list is filtered. See Switch company and branch.
- What you can do depends on your role. Creating needs create access to Sales, editing and posting need edit access, and deleting and voiding need delete access.
- If your company has switched on approvals for posting or voiding, the action sends a request instead of finishing at once. See the Approvals page in the Company menu.