The Document Chain — The Backbone of the Program

This guide is not about one window but about the links between windows. The real gap in a newcomer's head is not "what does this button do" but "I sent a quote — now what?". Once you understand this chain, the rest of the program falls into place by itself. Read it whatever your job is.

1. Why are there so many documents?

Selling goods to a customer looks like a single event. In reality time passes in between, and different things become certain during that time. Look:

When	What became certain	Document
Monday	We quoted a price. The customer has not agreed and we reserved nothing.	TEKLİF
Wednesday	The customer said yes. We are committed now — but the goods are still in the warehouse.	SİPARİŞ
Friday	The goods left on a truck. Stock actually went down.	İRSALİYE
Friday	We asked for the money. The customer now owes us.	FATURA
Next month	The money arrived. The debt is settled.	MAKBUZ

💡 The rule in one sentence

Each document makes a different thing certain. That is why they all exist separately — and why skipping one makes a figure wrong somewhere. Skip the quote and nobody is hurt; skip the delivery note and stock lies; skip the invoice and your receivable is invisible.

2. The whole chain

Figure 1 — Four rows: document, stock, balance, cash. When a figure is wrong, this table tells you which document is missing.

🧾 Where is the last link of the chain issued?

The voucher (collection/payment) is issued from the Finans → Kasa window: the + Tahsilat / Makbuz button on the top strip (visible on both tabs of the Kasa window) opens Voucher Entry (the same button also exists in the Banka window). Shortcut: right-click a cash-box row on the Kasalar tab and pick Nakit Tahsilat / Nakit Ödeme — the form opens with the type and box pre-selected.

3. Documents convert into each other — do not retype

The most practical benefit of the chain: you never retype at each step. Open the quote, press [To order], and the whole body — account, lines, prices, due date, transaction type — moves into the new order. Zero typo risk, and a lineage link is created between the two documents.

🧬 What is the lineage link for?

The order remembers which quote it came from and who gave that quote. Months later this answers "who brought this business in?" and "what price did we promise?". If you type the order by hand instead of converting, the link is never made — the document is still correct, but its story is lost.

4. Delivery note and invoice: twins, not identical

These two confuse newcomers the most, because they are usually issued at the same moment and look like one document. Hold the distinction like this:

🚚

Delivery note = the goods' story

"These goods left here on this date, on this vehicle." This is the document that reduces stock. If the goods went out but the invoice will be issued at month end, the delivery note can stand alone.

🧾

Invoice = the money's story

"You owe this much for these goods, payable on this date." This is the document that moves the account balance and the one that officially goes to the tax authority.

🚚 Where is the delivery note issued in WebOS?

There is no separate "Delivery Note Entry" window — you don't issue the note, the program does. When you use [Fatura Et] on an order, or pick an invoice type that produces a delivery note in Invoice Entry (the Satış type in the type list is issued with one), the dispatch note is created automatically together with the invoice. You see its number in two places: the Sevk irsaliyesi box on the result screen after saving, and the İrsaliye No field on the invoice card. That same box also tells you which types produce a note — if a number appears there, a note was issued. There is deliberately no separate Delivery Notes list window: the note always lives beside its invoice.

⚠ What happens to the delivery note when an invoice is deleted?

The program asks you: should the linked delivery notes be deleted too, or kept? If you keep them, only the link is broken — stock is NOT restored. That is the correct behaviour: the invoice may have been wrong, but the goods really did leave. Restoring stock would show goods you do not have. If the goods genuinely came back, the answer is a return document, not a deletion.

5. The same chain, reversed: purchasing

So far we described selling. When buying, the chain is the same and only the direction flips — which is why the screens are the same too. Every document has a Transaction field; whether you pick Sale or Purchase decides everything.

	SALE	PURCHASE
Chain	Quote → Order → Delivery+Invoice → Collection	Request → Order → Goods receipt+Invoice → Payment
Stock	decreases	increases
Account	the customer owes us	we owe the supplier
Money	comes in (collection voucher)	goes out (payment voucher)
Where the request lives	CRM → Opportunities	Departments → Purchasing

🚨 The most expensive mistake: wrong transaction type

If you save a purchase invoice as a Sale by mistake, stock drops instead of rising, the supplier appears to owe you, and VAT lands on the wrong side. One field produces errors in three places at once. Make it a habit to check the Transaction field before saving — it is the most profitable habit you can learn here.

6. The other modules that hook into the chain

The chain so far was about buying and selling goods. If you make the goods yourself or they travel between warehouses, two more links appear:

Figure 2 — Production and warehouse do not replace the sales chain; they sit inside it. Details in the Production and Warehouse guides.

7. Using the chain as a diagnostic tool

This is where the guide really pays off. When something does not add up, walk the chain backwards — the answer is almost always a document that was skipped or issued twice.

Complaint	Likely cause	Where to look
"Goods are in the warehouse but not in the system"	The purchase invoice / goods receipt was never entered	Invoices window, Transaction = Purchase
"The system shows stock we do not have"	Goods left but no delivery note or invoice	Orders window: delivered but not invoiced
"The customer says they paid but the debt is still there"	No collection voucher (or the cheque is still in the portfolio)	Account Card → Statement; Cheques window
"Revenue looks doubled"	A delivery note and a separate invoice were both issued for one shipment	Invoices window: same account, same day, same amount
"We sold it but no profit shows"	No purchase cost recorded — sale without cost	Stock Card → Prices / Movements

8. Frequently asked questions

Can I invoice directly without a quote?

Yes. The chain is a description, not an obligation: in a cash sale the customer walks in, takes the goods, gets an invoice — no quote or order is ever created. The chain's length follows the complexity of the deal. The one link you must never skip is the document that records the goods leaving (delivery note or invoice).

If an order does not reduce stock, can I promise the same goods twice?

Technically the program will not stop you — but the order list exists so that you can see it. In the Stock window "on hand" and "committed" are read separately. The right habit is to check open orders before promising. If you manufacture, you close the gap by raising a production request anyway.

Can I correct an invoice after issuing it?

Within the same day and before it is declared, an invoice can be updated. But you cannot change the transaction type (Sale↔Purchase) — that would be a different document and the program rejects it. Once the month is closed, the way to fix things is a credit/correction document, not a deletion.

9. Glossary

Türkçe	English	Bahasa Indonesia
Teklif	Quote	Penawaran
Sipariş	Order	Pesanan
İrsaliye	Delivery note	Surat jalan
Fatura	Invoice	Faktur
Makbuz	Voucher / receipt	Kuitansi
İşlem (Satış / Alış)	Transaction (Sale / Purchase)	Transaksi (Jual / Beli)
Cari hesap	Current account	Akun berjalan
Açık sipariş	Open order	Pesanan terbuka
Soy zinciri	Document lineage	Asal-usul dokumen
İade	Return	Retur
Vade	Due date	Jatuh tempo

🔗 Next

If you will be issuing the documents, continue with the Document Entry guide. If you follow the money read Finance; if you follow the goods read Warehouse.