How the system thinks

Chapter 1

Almost every document — invoice, bill, journal entry, expense, payroll run — follows the same life. Learn it once and the whole system becomes predictable.

Draft*→Posted→*Void or Reversed

Stage	What it means	Can you edit it?
Draft	Typed in, saved, but not in the books. Nothing has moved.	Yes — freely, or delete it.
Posted	It has created a journal entry. Balances, stock and reports now include it.	No. See below.
Void / Reversed	Cancelled after posting. The original stays; an opposite entry cancels it out.	No — it is history.

Posted documents are never edited or deleted. This is deliberate, not a limitation. The books must show what actually happened, including the mistakes and their corrections — that is what makes them auditable.

To correct a posted document: void or reverse it, then enter the right one. To reduce what a customer owes, raise a credit note rather than editing the invoice.

Who does what — maker and checker

The person who creates a document and the person who posts it are usually different people, and the system enforces it with separate permissions. If you can raise an invoice but the Post invoice button is not there, that is not a fault — you do not hold the posting permission. Someone who does must review it.

The same applies to journal entries, bills, payroll and depreciation. If a button you expect is missing anywhere in the system, it is almost always this: you are not shown actions you are not allowed to take.

Dates matter more than you think

A document posts into the period its document date falls in — not today. If that period is closed, the posting is refused. Check the date field before posting, especially early in a new month.