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Document Entry — Issuing Quotes, Orders and Invoices

This is the program's main writing screen: the [Save] you press here creates a real document, reduces stock and puts the customer in debt. A stray click elsewhere is harmless; here it is not. So take your time — once learned, issuing a document takes a minute. Reading the Document Chain guide first helps a lot.

1. Three windows, one form

Quote Entry, Order Entry and Invoice Entry are the same screen. Not by accident but by design: so that you do not have to learn one job three different ways. The only differences are:

2. The four zones of the screen

📷 Actual screen 🗺 What each field does

Figure 1 — The order never changes: strip first (to whom), then the grid (what), totals on the right (how much), save at the bottom.

3. Step by step: your first invoice

1. Check the transaction type — the most critical field

   Is Transaction set to Sale or Purchase? This one choice decides whether stock rises or falls, whether the account is debited or credited, and which side VAT lands on. A wrong choice produces errors in three places at once and is tedious to undo.

   💱 When entering a foreign-currency document

   Enter USD, EUR or your currency code in Currency. Fill both Entry rate and Tracking rate with positive values. For a local-currency document use TL and both rates are 1. Before saving, confirm that the totals on the right carry the chosen currency code; the server never silently converts an invalid currency or rate to TL—it rejects it.

2. Pick the account — create it here if it does not exist

   Type part of the customer's name into Search account and pick from the list. If the customer is not in the system at all you do not have to leave the form: [Create new customer card] opens one right here.

   💡 What changes when you pick an account?

   Three things arrive at once: the customer's price list (prices fill accordingly), their usual payment term, and any campaign notice. So pick the account before the lines — otherwise prices have to be recalculated.

   On a sales document the line's price and discount may come not from the stock card but from a price list, a tier price or a campaign; the Why this price? strip under the line names the source. A price you type yourself is never overwritten. Details: Prices and Campaigns — prices in document entry.

   On a sales order each line also carries a delivery badge: "Delivery: today ✓", "3 Oct (purchase)", "12 Oct (production)", "~20 Oct (estimate)" or "No delivery promise". The requested date is the Delivery / Due date field in the header; if a line cannot be met, saving asks for a 30-second confirmation and the remainder becomes a backorder. Details: Delivery Promise — the delivery badge in order entry.

   On a sales order and a sales invoice, a risk strip appears above the form once the account is picked: "Limit 500,000 · exposure 431,200 · with this document 512,400 → Approval required". Exposure is the account's current open risk (balance + open orders + portfolio/endorsed cheques + uninvoiced delivery notes − uninvoiced returns); the strip tells you in advance whether this document exceeds the credit limit and what will happen on saving (a warning, manager approval or a stop). View risk opens the account card on the Risk tab; on a quotation the strip is for information only. Details: Credit Limit and Risk — the strip in document entry.

3. Enter the lines — keep your hands on the keyboard

   The grid was built for the keyboard, not the mouse. Type part of a stock code into Code; the list opens, choose with ↓. Then tab along: Qty → Price → Disc%. Enter at the end of a row opens a new one. You can enter dozens of lines without touching the mouse.

   Column	Watch out for
   Code	Always pick from the list. A hand-typed "free line" cannot be written to HNR — the program rejects it.
   Quantity	The row shows the on-hand quantity. You may exceed it, but read the warning — negative stock causes trouble later.
   Unit	This is the most common mistake. Piece or box? A wrong unit corrupts both quantity and amount.
   Price	Filled from the price list; you can override it. Last purchase guides you on purchase documents.
   Disc%	Per-line discount. To discount the whole document you must enter it on every line.

4. Read the totals on the right

   They update on every keystroke. Before saving, compare the Grand Total with the figure you quoted the customer — this single habit catches most bad documents before they are born.

   🧮 What is withholding (5/10)?

   On certain jobs part of the VAT is paid by the buyer, not the seller. It shows as its own line in the totals. Which jobs it applies to is an accounting decision — if you are not sure, do not tick it yourself, ask. Wrong withholding gets the invoice bounced at declaration time.

5. Preview first, then save

   [Preview (PDF)] writes nothing; it shows the document as the customer will see it. If you are new, preview every document before saving — a wrong account, a missing line or a flipped unit jumps out here. Then press [Save] (Ctrl+S): you see "writing to HNR…" and the document becomes real.

4. Drafts: documents you left unfinished

You could not finish the document — the customer hung up, a price needs checking. Do not close the form; leave it as a draft. Drafts are stored on the server: they are there tomorrow even from another computer. A draft is not a document in HNR — it does not touch stock or balances and gets no number.

5. Five things that make life easier

6. When the system stops you

7. Frequently asked questions

8. Glossary

Lot and expiry (2026-08): entry at goods receipt, FEFO on sales

In the invoice window, one of two blocks opens under the item grid depending on the transaction. Both are optional: leave them empty and the document is saved exactly as before, nothing is blocked.

On purchase: "Lot / SKT (goods receipt)"

Each filled item gets a row: the code and quantity are shown read-only, with two fields beside them — Lot no and SKT (a date picker). After the document is saved this information is written to the lot ledger and the document number goes into the lot's note. If you did not pick a warehouse a small (no warehouse) hint appears: the lot is written as "general", which requires administrator rights. Once the document has an HNR number the fields lock.

On sales: "Lot (FEFO suggestion)"

This block opens by itself for items that have lot records; if no item has lots it does not appear at all. For each code the first five lots are listed as small pills: red ⚠ = expired (does not enter the automatic deduction), green = will be drawn from (shown with → −qty), grey = next in line, untouched. If the lots do not cover the line quantity an amber "lots do not cover: …" note appears; the remainder leaves without a lot trail.

10. Attaching evidence to a commercial document

You may attach contracts, specifications, and customer drawings to quotes/orders; delivery proof to orders; and delivery notes, proof of delivery, and contracts to invoices. Save and verify the document number before upload. Revision is mandatory for drawings and document number for delivery documents/notes.

11. Sales hints: cross-sell and upsell suggestions

In sales order and quote entry, the Sales hints strip appears right below the item grid (on phones, in the Items step of the Garden/Step interface). Suggestions are calculated automatically when a customer is chosen or an item is entered. Cross-sell comes from three sources: Buys regularly — an item that appears in at least 3 and at least 30% of this customer’s last 10 sales documents but is missing from this document ([Add] enters the median quantity of those documents); Sold together — an item that often appears in the same sales document as an item in the basket (measured like the stock card report Products sold together: at least 3 shared documents, 10% support, lift 1.5); Similar customers — from the suggestion list of the customer card report Cross-Selling, an item bought by at least two similar customers but not by this one. The period is the last 12 months.

Upsell comes from the price engine: Quantity tier — the unit price if the line quantity is raised to the next tier of the price list (at most 3 times the current quantity); [Set quantity to …] updates the line. Campaign — what is still missing for a campaign whose condition is not met yet: it appears when the basket total reaches 70% of the threshold, when the quantity or the next free-goods group is half complete, or when at most two items of a combination are missing; missing items are added with one tap. Campaigns whose budget is used up or that already apply are not suggested. Each card shows the stock status and the customer’s unit price.