Sales quotes, sales orders, purchase orders and credit notes follow the same rules. Learn them once and nothing will surprise you later. This article covers drafts and activation, statuses, cancelling and deleting, locks, numbering, copying, archiving and the audit trail.
Every document starts as a draft
A new document is a Draft. While it is a draft you can edit everything except the customer or supplier, add line items and delete the whole document. You cannot delete a line item that is already on a dispatch or a delivery; take it off first. A draft does not affect stock levels, the Workflow board or Xero.
Emailing, printing or downloading makes it active
There is no "confirm" button. A document leaves draft the first time you Email it, or Download or Print its PDF.
Document | Draft becomes | Effect |
Sales quote | Active | The quote can now be marked Won or Lost, or revised. |
Sales order | On Order | Its dispatches appear on the Workflow board. |
Purchase order | On Order | Line quantities are added to each item's On Order figure. |
Credit note | Complete | The credit note is locked and, if Xero is connected, sent to Xero. |
On a draft credit note, Download and Print first ask you to confirm, because you cannot change a complete credit note.
Preview never changes the status
Use Preview to check a document before you commit. The preview PDF carries the banner DRAFT PREVIEW COPY - FOR INTERNAL USE ONLY - DO NOT SEND TO CUSTOMER (or DO NOT SEND TO SUPPLIER on a purchase order) and its file name starts with DRAFT-. Downloading or printing an earlier revision of a quote also leaves the status unchanged. See What prints on your PDF documents.
When an order can be emailed or printed
On a sales order or purchase order, Email, Download and Print do not appear until the order has at least one line and every line's full quantity is on a dispatch or delivery. Preview follows the same rule, but only appears while the order is a draft. Call-off orders are the exception; see Call-off orders. While the order is a draft, an info icon next to Status reminds you: Print this Sales Order to make it active (or Print this Purchase Order to make it active).
Statuses
Document | Statuses |
Sales quote | Draft, Active, Won, Lost |
Sales order | Draft, On Order, On Order - Call Off, On Hold, Complete, Cancelled |
Purchase order | Draft, On Order, On Order - Call Off, On Hold, Complete, Cancelled |
Credit note | Draft, Complete |
Dispatch | Your workflow statuses, for example Order Review, Picking, Processed, Shipped, On Hold |
Delivery | Not Received, Received, On Hold |
Sales orders and purchase orders move to Complete automatically when every line has been fully shipped or received, and to On Hold when any dispatch or delivery is on hold. In the search filters the active status is called Active, and call-off orders have their own Call Off tick box.
Can I change the customer or supplier on a document?
No. The company is fixed when the document is created, because the currency and prices come from it. Instead:
On a quote, sales order or purchase order, click Copy and choose a different company in the copy form.
While the document is a draft, delete it and raise a new one.
For an active order, use Edit → Cancel Sales Order or Edit → Cancel Purchase Order, then raise a new one.
Only drafts can be deleted
Once a document is active it can never be deleted. This keeps your numbering and audit trail intact.
To stop a sales order, use Edit → Cancel Sales Order. Allocated and picked stock is returned. Once any dispatch has shipped, the button is greyed out. A cancelled order cannot be reopened.
To stop a purchase order, use Edit → Cancel Purchase Order. The option disappears once any delivery has been received.
To close a quote you will not win, mark it Lost. You can bring it back later with Edit → Reactivate Quote.
A complete credit note cannot be cancelled. To charge the customer again, raise a new sales order for the same goods and ship it; that creates a new invoice. Picking takes the goods out of stock, so if nothing physically leaves, put the stock right with a Stocktake afterwards.
Deleting a draft also deletes its dispatches or deliveries, its notes, attached documents and Activity Feed entries, and every task linked to it (with that task's notes, links and files). The confirmation does not list these, so check Tasks first. A quote can only be deleted while it has a single revision.
Locks after invoicing
Once a sales order line is on an invoiced dispatch, or a purchase order line on an invoiced delivery, only its quantity can still change. Its price, description, tax rate, analysis code and the other details are frozen.
Complete and cancelled sales orders, cancelled purchase orders and complete credit notes are fully locked. A Complete purchase order is not: you can still edit its header and add a line, which moves it back to On Order. Its lines and deliveries stay editable until every delivery has a supplier invoice number and no line quantity is outstanding. See Purchase orders.
Document numbers
Omono allocates quote, order, invoice, credit note and purchase order numbers in sequence and never reuses one, even when you delete a draft. Dispatch and delivery numbers count up within their order; if you delete the latest one, the next dispatch or delivery takes that number.
Document | Format |
Sales quote | SQ-1234 |
Sales order | SO-1234 |
Dispatch | SO-1234-1, SO-1234-2 … |
Invoice | INV-1234 |
Credit note | CN-1234 |
Purchase order | PO-1234 |
Delivery | PO-1234-1, PO-1234-2 … |
Admins set the next number for each sequence in Settings → Company → Document Numbers. The prefixes are fixed. Quote revisions are named Original, Revision A, Revision B and so on. Line items are lettered A, B, C.
Copying
Copy in the action bar of a quote, sales order or purchase order opens a form pre-filled with the same company, which you can change. Click the tick and Omono creates a new draft with the same lines and a fresh number. Credit notes have no Copy.
On a copied quote or sales order, each line's last cost is refreshed, and the price is recalculated from the margin if the cost, currency or exchange rate has changed.
On a copied purchase order, prices are copied as they are. If you choose a different supplier, each line takes that supplier's listed price, or 0 if the supplier is not listed on the item.
Archiving instead of deleting
Companies, contacts, addresses, stock items, users and most reference data are archived, never deleted. Archived records disappear from pickers for new documents but stay on existing documents and in reports. Tick Show Archived in a Settings list or on a company page, or Archived under Advanced on the Companies or Stock screen, to see them. To bring a record back, click the archive icon on its row in a Settings list, or use the un-archive button in its edit form or action bar.
Closed days, customer price lists, email template attachments, attached documents and links are the exceptions: you delete these, and a delete cannot be undone. Tasks are neither archived nor deleted: close an unwanted task as Cancelled. See Tasks.
The audit trail
Most important events add a system note to the record. Open Notes in the action bar to read them; see Notes, documents and links. Some events also appear in the Activity Feed, but the two lists are not the same.
Event | System note | Activity Feed |
Quote, sales order or purchase order goes active | No | Yes |
Credit note goes Complete | Yes | Yes |
Sales order or purchase order goes Complete | Yes | No |
Sales order or purchase order cancelled | Yes | Yes |
New quote revision | Yes | No |
Quote won, lost or reactivated | Yes | Yes |
Email sent | Yes | No |
Dispatch status change | Yes | Only when shipped or placed on hold |
Delivery received or placed on hold | Yes | Yes |
Stocktake | Yes | Yes |