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The Document Lifecycle

1. Quotes (The Proposal)

The lifecycle typically begins with a Quote, your formal offer to a client.

  1. Drafting: Select a Client and add Products from your catalog. The system automatically pulls default unit prices.
  2. Issuing: Open the Print Preview and click Issue. The system generates a versioned PDF and attaches it to the record.
  3. Outcome:
    • Draft: Initial state while preparing the quote.
    • Sent: Updated automatically upon issuance.
    • Accepted: Status changes once the Quote is converted into a Purchase Order.

2. Purchase Orders (The Commitment)

The Purchase Order (PO) represents a order received and initializes the Order Registry (CDX).

  1. Initiation: You can generate a PO in two ways:
    • Convert from Quote: Automatically copies all line items and links the documents.
    • Manual Add: Create a PO directly for a client when no formal quote was required.
  2. CDX Assignment: Upon saving, the system assigns a unique CDX Number. This number is the permanent anchor for the order's history and metrics.
  3. Outcome:
    • Open: goods or services remain to be invoiced.
    • Invoiced: All items have been billed, but payments are pending.
    • Completed: All items are invoiced and all balances are settled.

3. Invoices (The Fulfillment)

Invoices represent the fulfillment of goods or services and the official request for payment.

  1. Fulfillment Selection: Select an active PO. The system automatically prefills the items and quantities remaining to be billed. You can edit these quantities for partial billing.
  2. Issuing: Like Quotes, clicking Issue in the preview generates a versioned PDF snapshot for the client.
  3. Outcome:
    • Draft: Initial state while staging the shipment or billing.
    • Open: The invoice has been issued and is awaiting payment.
    • Completed: The balance has been paid or falls within the Invoice Threshold.

4. Payments (The Settlement)

Payments record the arrival of cash and "close the loop" on outstanding balances.

  1. Receipt Entry: Enter the amount received and select the payment type.
  2. Auto-Reconciliation:
    • Invoice Link: Apply the payment to a specific invoice to reduce its balance.
    • Prepayment: Leave the invoice field blank to record a deposit. This cash enters the Credit Pool for that specific order.
  3. Completion: If an invoice's remaining balance falls below the Invoice Threshold, the system automatically moves it to Completed and generates a System Write-off to reconcile the gap.

5. Expenses (Operational Spend)

Expenses track the costs incurred to run the business or fulfill specific orders.

  1. Record Cost: Select a Vendor and enter text descriptions for the items.
  2. Issuing: Open the Print Preview and click Issue to generate a professional PDF. This can be used as a formal Purchase Order for your vendors.
  3. Link to CDX: (Optional) Link the expense to a CDX Registry number. This enables "Order Costing" in your Order Histoty to track the exact profitability of a specific order.
  4. Outcome:
    • Open: The cost is committed/ordered but not yet paid.
    • Completed: The expense is fully settled.

6. Adjustments (Corrections)

Adjustments are single-entry records used for non-operational financial events.

  1. Manual Entry: Record items like Bank Interest (Gain) or Annual Fees (Loss).
  2. Balance Correction: Automatically created by the Payment Automation when an invoice is completed with a minor balance gap.