Statuses and lifecycle
The statuses of each document type, the possible transitions and what locks a document.
Every document carries a status shown as a badge in the list and on its detail page. The status combines what you do (send, collect, cancel) and what Novadesko calculates (overdue, balance). This page summarises the statuses by type, the transitions and the locking rules.
- Open the list filters.
- The status section shows every pill.
- Every document starts with this status.
- Overdue is computed: due date passed and a balance left.
- This status is final once the balance is zero.
Statuses by document type
| Status | Invoices | Receipts | Purchases | Estimates, purchase orders | Credit notes |
|---|---|---|---|---|---|
| Created | Yes | Yes | Yes | Yes | Yes |
| Sent | Yes | Yes | |||
| Paid | Yes | Yes | Yes | ||
| Partially paid | Yes | Yes | Yes | ||
| Overpaid | Yes | Yes | |||
| Overdue | Yes | Yes | Yes | ||
| Cancelled | Yes | ||||
| Accepted, Refused | Yes |
Only sales documents (invoices and receipts) have a Status column in the list. Purchases show the Paid or Overdue badge next to the amount. Estimates, purchase orders and credit notes have no badge: their state is read from the Signed, Linked to and Credit Note badges on the detail page.
Invoices sent over the network also have a Peppol status: Sent via Peppol, Accepted, Registered, Refused, Closed. See Peppol statuses.
How a status changes
| Transition | Trigger |
|---|---|
| Created to Sent | Send by email, Send via Peppol, or Mark as sent (manual) on the web. |
| Created or Sent to Partially paid | Add payment for part of the amount. |
| To Paid | Payment covering the balance, or Mark as paid. |
| To Overpaid | Recorded payments higher than the total. |
| Created or Sent to Cancelled | Mark as cancelled on the web. |
| To Overdue | Calculated: due date passed and balance remaining. Disappears as soon as the balance is zero. |
- This invoice is fully paid.
- Open its menu.
- The editing entries are gone.
- You can still review the payments.
- Only a credit note can correct the invoice.
On a paid invoice, the menu only offers Payments, sending, downloading, duplication and the credit note.
Mark as paid and Mark as cancelled are irreversible: "A credit note will have to be generated to cancel this payment." A paid or cancelled invoice shows "Final status : a credit note is required to modify."
What locks a document
A document remains editable as long as it is in Created status and has not left your company. The lock messages are explicit:
| Situation | Message |
|---|---|
| Included in a VAT return | "This document is submitted to a VAT declaration and cannot be edited." Deletion is impossible too. |
| Sent via Peppol | "This document has been sent via Peppol and cannot be modified." |
| Imported via Peppol | "Only payments and internal notes are editable." |
| Converted (estimate, purchase order) | "This document has been converted and cannot be modified." |
| A more recent document exists | "Delete it first to keep continuous numbering." |
| Paid or sent | Deletion locked. |
In the Options menu, the entry becomes Editing locked or Deletion locked, with the reason as a tooltip. A deleted document goes to the « Corbeille » (trash), from which Restore brings it back; see Trash.
The Validated filter
In Filters, the Validated section offers the Only validated documents checkbox. A validated document is one whose number has been definitively assigned and which is locked for accounting purposes. Combine this filter with a VAT Period to check what goes into a return.
- Open the list filters.
- The panel combines validation and VAT period.
- Keep only validated documents.
- Choose the quarter of the return to check.
The Not sent to accountant shortcut above the list isolates the documents not yet transmitted to your accounting firm; the green tick on each row confirms transmission, with the date.