The document lifecycle
Why this matters to you
At a tax inspection, the inspector does not ask you "what figures do you have in the trial balance?". He asks you "show me the primary document that justifies this entry" and "why did you correct it?".
In POSfix every document goes through a cycle with clear states. You cannot edit what is posted, you cannot post into a closed month, and everything you delete stays recoverable and visible for audit. That gives you the full trail, from draft to correction.
How it works
Accounting documents — three states
Documents that emit a journal entry (invoices, sales documents, bank operations, cash orders, goods receipts, depreciation documents) have the same cycle, whichever module they come from.
┌──────────┐ Post ┌──────────┐
│ DRAFT │ ─────────────► │ POSTED │
│ │ ◄───────────── │ │
└──────────┘ Unpost └──────────┘
│ │
│ │
│ Delete │ Delete
▼ ▼
┌──────────────────────────────────────┐
│ DELETED │ ──► Restore
└──────────────────────────────────────┘
Draft — the initial state. You edit any field, save as often as you like, delete the document. It does not appear in the trial balance and has no journal entry.
Posted — you press Post, the panel builds the entry, writes it into the General Ledger and locks the fields. From this moment the document moves balances.
Deleted — the document drops out of lists and reports, but does not disappear from the database. You see it with the Show deleted toggle in the list and bring it back with Restore.
The buttons you see
| Button | When it appears | What it does |
|---|---|---|
| Save | on a draft | keeps the changes, with no accounting effect |
| Post | on a draft | generates the entry and moves the document to Posted |
| J | on a posted document | opens the Accounting Entries window with the generated entry |
| Unpost | on a posted document, in the Actions menu | deletes the entry and returns the document to Draft |
| Restore | on a deleted document, in the Actions menu | brings it back into the list |
| Delete | on a draft, in the Actions menu | moves the document to the bin |
Deleting an already posted document is done from the list and is a single operation: the journal entry is deleted together with the document. In the form, the Delete button appears only on a draft — on a posted document you unpost first.
If you don't see a button, check your rights. Posting and unposting require write permission on that register, deleting and restoring a separate one. Without them the buttons don't appear at all — they are not greyed out, they are absent.
How insistently the panel asks you before a destructive action is an organization setting: Ask for confirmation on destructive actions. Turned on, deleting and unposting ask for a dialog confirmation; turned off, they run on the first click.
Where to find it: Sidebar → Settings → the Organization Settings tab
Correction is not done by automatic reversal. You have two routes: Unpost and fix the draft (if the period is open), or record a new document with negative values — a return, a debt adjustment, a manual entry. The correcting document is a new record, with opposite signs.
Documents that emit no entry
Some documents control a flow, not the accounts. They have their own states.
| Document | States |
|---|---|
| Payment order | Draft → Approved → Sent → Confirmed (or Rejected) |
| Payroll order | Draft → Confirmed → Executed |
| Timesheet | Draft → Confirmed |
| Invoice request | Draft → Sent → Accepted / Declined / Expired |
A saved standard document is cancelled, not reversed — cancelling produces no accounting record.
The inventory count has its own cycle
An inventory count is not posted with the Post button — it is confirmed. On confirmation the panel compares the counted quantity with the book quantity and, for every difference, generates a stock movement: surplus or shortage. Those movements are posted documents, so the count does reach the accounts, even though it has no J button of its own.
In the list you filter on Draft and Confirmed. Between them the document also passes through a working state, while the counting is in progress, and an abandoned count stays cancelled — neither of the two has a filter of its own.
Confirmation requires a cost on every item with a difference. If an item has never entered stock with a value, the panel refuses the confirmation and gives you the list of items. You first record their entry — a receipt or an opening stock — with the real value. Otherwise the goods would come in for free and would spoil the warehouse's average cost.
How this works in POSfix
Where you make each primary document
| Document | Where you make it |
|---|---|
| Tax invoice (sale) | Sales → Sales Invoices |
| Tax invoice (purchase) | Purchases → Supplier Invoices |
| Goods receipt (receipt without invoice) | Purchases → Goods Receipts |
| Bank statement | Money → Bank Statements, then Bank Operations |
| Cash receipt / cash disbursement | Money → Cash Receipts / Cash Disbursements |
| Payment order | Money → Payment Orders |
| Payroll order | Team → Payroll Orders |
The payment order and the payroll order emit no entry. The payment reaches the accounts through the bank operation.
An invoice from an individual is still a supplier invoice — you pick a partner of the individual type and the matching operation type.
A goods receipt does not give you deductible VAT. The liability goes to the other trade payables account, without VAT. The right to deduct appears only when you record the supplier's tax invoice.
Accounting periods
Where to find it: Sidebar → Accounting → the Accounting Periods tab
A period has four states: Open, Closing, Closed and Locked. While it is closed, you cannot post and cannot unpost a document dated inside it. An administrator can reopen it.
Locked is irreversible — nobody can reopen the period any more, not even the administrator. Use locking only after you have filed every return for that period.
The practical flow: from event to trial balance
- Something economic happens — you receive goods, you sell a service, you pay a supplier.
- You create the document — you fill in partner, amount, products or services.
- You check the data — the accounts, the analytics, the amounts.
- You press Post — the panel generates the entry.
- You press J — you see the entry exactly as it went into the General Ledger.
- If you got it wrong — you unpost, correct, post again.
An example from practice
The scenario. You received from SRL "Tehno Plus" an invoice for 10.000 lei of goods. You posted it, and the next day you discover that the correct amount was 12.000 lei. The month is still open.
The steps:
- Open the invoice → the Actions menu → Unpost. The entry is deleted, the document returns to Draft.
- Correct the amount to 12.000 lei and press Save.
- Press Post. The panel writes the new entry, for 12.000 lei.
- Press J and check that the amounts are the ones you expect.
If the month was already closed and reported, you do not unpost: you record an adjustment document for the 2.000 lei difference, in the current month.
Where to find it: Sidebar → Purchases → the Debt Adjustments tab
Common mistakes
-
You post before checking the data — after posting the fields are locked. Check the partner, the amount and the analytics while the document is still a draft.
-
You delete the draft instead of correcting it — a draft with partial data can be edited. If you delete it, you can recover it with Restore, but you lose time.
-
You look for the "Reverse" button — it doesn't exist. See the box above for the two real routes to a correction.
-
You try to correct a closed period — it has to be reopened first. If you have already filed the returns for that month, the correction also brings an amended return; an adjustment document in the current month is often cleaner.
-
You don't check the generated entry — after posting, press J and confirm the accounts and the amounts. A wrong account found now costs a minute; found at the balance sheet, it costs a day.
Frequently asked questions
Can I delete a document in Draft?
Yes. Drafts have no journal entry, so deleting them does not touch the balances. The document goes to the bin and can be restored.
What do I do if I posted a document with the wrong amount?
You unpost, correct the draft, post again. If the period is closed and reported, you record a new correcting document for the difference.
Does a deleted document still appear in reports?
It appears neither in reports nor in lists until you tick Show deleted. The row stays in the database with the date and the author of the deletion, for audit.
Can I unpost a document from a closed period?
No. You reopen the period first.
What is the difference between "cancellation" and "unposting"?
Unposting applies to documents that emit an entry: the entry is deleted, the document returns to Draft. Cancellation is a state of documents that emit no entry (a rejected payment order, a declined request) and does not touch the accounts.
Can I post a document without filling in every field?
No. The panel checks the mandatory data and the analytics the accounts require. If the partner, the amount or an analytic is missing, you get the concrete reason and the document stays a Draft.
What happens when I confirm a payment order?
The payment order emits no entry. The payment reaches the accounts through the bank operation — you create it from the statement or manually, and that one generates the entry.
Where to find it: Sidebar → Money → the Bank Operations tab
What documents does the payroll order generate?
It depends on the payment method chosen on the order: either one payment order per employee, or none — when the payment leaves as a single aggregated transfer, which you later link to the payroll order from the bank statement.
Can I import primary documents from other systems?
Yes, through e-Factura. The sync brings in the invoices issued and received from the SFS portal; you check them and post them from the panel.
Where to find it: Sidebar → Purchases → the E-Factura tab
How do I find an already posted document?
From its own register (for example Purchases → Supplier Invoices) or from the General Ledger, where you search by date, amount or partner and jump to the source document.
Related pages
- Double entry — how the entry is built out of the document
- Subconto — the analytics attached to the entry lines
- Chart of accounts — analytic and group accounts
- Journal register — every journal entry generated