KoratA document that already has a number cannot be edited
The moment a document is "issued", the system assigns it a number and freezes every line permanently — you can no longer edit quantity, price, or discount after the fact. If a figure is wrong, issue a credit note to fix it, not reopen the original and overwrite it.
Six document types in one chain
All of them live in the same table, distinguished by "document type" — switch between them from the tabs at the top of the list page.
| Type | When to use it |
|---|---|
| Quotation (QT) | Quote a customer before they agree to buy — not yet an accounting obligation |
| Purchase order (PO) | The "buying" side — the shop ordering goods in, with its own approval step separate from the sales-document approval switch |
| Billing note | Sums up amounts to be charged before issuing a real invoice |
| Invoice (INV) | Charges the customer — is not a tax invoice — the system cannot issue one yet (see the Tax page) |
| Receipt (RC) | Issued once money has actually been received |
| Credit note (CN) | Corrects the amount of a document that already has a number — see the credit note section |
Draft → issue → document number
Every document always starts as a "draft" — you can edit anything while it's a draft, and the table shows "No number yet (draft)" instead of a real number. The system won't assign a number until you actually press "Issue" (it never guesses one ahead of time). Once issued, the status changes to "Issued" and it has a permanent number.
The document numbering format is assigned automatically and sequentially by the system — there's no field to customise the numbering format in the console today. If you need numbering to continue from an existing accounting system, contact the team via the Contact page.
Approval step (if the shop turns it on)
Every shop's default is no approval required — a staff member with the "Manage accounting documents" permission can issue documents directly. A shop that wants a second person to check before a real number is assigned can turn on the switch at Settings → Accounting:
- Go to the "Settings" menu → "Accounting" tab in the console
- Turn on "Require approval" — this affects every sales document type except purchase orders, which already have their own separate approval step
- Once turned on, every draft must be sent for approval first, then wait for someone holding "Approve accounting documents" to approve or reject it (with a reason)
- A document can only be issued once its status is "Approved" — if rejected, it must be edited and resubmitted for approval
Turning off approval later doesn't erase the history of documents that were already approved/rejected — their old status still shows on that document permanently.
Converting one document into another
No need to retype anything — open the source document (e.g. a quotation the customer has agreed to) and press "Convert to…", then choose the destination. The system copies the items and the price that was "captured" at the time, not a freshly recalculated current price (a product price change after the quotation was issued won't affect a document already converted from it).
Partial conversion is allowed too — e.g. one invoice split into several receipts as payments come in over time. Once fully converted, the system won't allow converting again (the button simply disappears, rather than pressing it and getting silence).
Deposit invoice
Issue a deposit from a quotation or an open order that isn't finished yet — choose to issue it as an invoice or a receipt, and set the deposit amount as a fixed sum or a % of the source total. The system caps it so you can't set a deposit larger than the actual total. When you issue the job's final document, you can apply a deposit that hasn't been applied yet to reduce what's owed — the "deposit applied" amount always shows separately on the document, never mixed into regular sales figures.
Credit note — how to fix a document that already has a number
A document that already has a number cannot be edited directly (per accounting principle and tax law). The fix is to issue a "credit note" referencing the original, with a reason — the original document stays intact, but the credit note reduces the amount considered still owed. One document can't have more than one active credit note issued against it unless the previous one has been cancelled.
Cancelling a document
You can only cancel a document nothing else references yet (e.g. a quotation not yet converted to an invoice), and you must always enter a reason. A cancelled document still stays in the table, tagged "Cancelled" — it never disappears from the history.
Issuer details
The name, address, and tax ID printed on the header of every document, set at "Settings" → "Issuer details" — a separate place from the logo/cover photo customers see on the shop page.
| Issuer type | What can be filled in |
|---|---|
| Juristic person (company/partnership) | 13-digit tax ID, branch number, registered name, address — kept for documents you raise elsewhere — the system does not print tax invoices |
| Natural person (individual) | Can't enter a tax ID yet today — that number is a national ID number, and the system doesn't yet have a secure verification/storage flow for this case. Other fields (name, address) can be filled in normally |
You must choose the issuer type yourself before saving — the system never guesses and doesn't default to "juristic person" in advance, to prevent a shop that clicks through quickly from having the wrong ID type leak onto a real printed document.
What can't be done today
The console doesn't yet automatically transmit electronic tax invoices (e-Tax Invoice) to the Revenue Department, and documents don't yet carry a digital signature — what you can do today is issue the document in the system and print/save it as a PDF yourself.