Working with documents
Almost everything in Uktupus is a document — a header, lines, a number, a status and a history.
Parts of a document
| Part | Content |
|---|---|
| Number | PREFIX-000123, assigned when you create it (e.g. QTN-000045) |
| Header | Partner, dates, currency, warehouse, payment terms, reference, notes |
| Lines | Product/service, quantity, unit, price, discount, tax |
| Totals | Net, tax, total |
| Links | Where it came from and what it created — a delivery knows its sales order and its invoice |
| Attachments | Files and photos |
| Activity | Every change, who made it and when |
Status
draft → submitted → approved → posted- Draft — editable, deletable, no effect yet.
- Submitted — waits for approval if an approval workflow applies, otherwise approved immediately.
- Approved — ready for the next step (convert, deliver, post).
- Posted — it took effect: stock moved and/or the ledger was updated. Posted documents cannot be edited.
- Cancelled — withdrawn before posting.
Simple documents (delivery, goods receipt, payment) go straight from draft to posted. Operational documents have their own steps (work orders are scheduled → dispatched → in progress → completed).
Converting
One click creates the next document and keeps the link:
- Quotation → Sales Order → Delivery → Sales Invoice
- Purchase Request → Tender → Purchase Order → Goods Receipt → Purchase Invoice
- Ticket → Work Order
- Sales Order → Production Order
Fixing mistakes
| Situation | Do this |
|---|---|
| Draft is wrong | Edit or delete it |
| Posted sales invoice is wrong | Create a Sales Return (credit note) |
| Posted purchase invoice is wrong | Create a Purchase Return |
| Posted journal is wrong | Finance → Journals → Reverse |
| Stock quantity is wrong | Stock Count or Goods Issue |
| Period is closed | Ask for a period unlock through Approval Workflows |
Who can do what
Each action (create, approve, post…) is a permission on your role. Sales agents see only their own documents unless their role has view all.