Documents and previews

One list with two kinds of rows: previews that still change, and invoices that carry a number and are therefore fixed. The number is the line between them.

Two kinds of row in one list

Previews, which still change, and invoices, which carry a number. A preview is not a saved draft but an invoice computed afresh each time from the deliveries so far in the current period.

The number is the boundary

With it a document becomes unchangeable. That is not software caution but proper bookkeeping: an issued invoice is not edited, it is corrected with a second document.

The invoice run

It issues credit notes for returns first and then the new invoices for everything whose period has reached the cut-off. The order is not a matter of taste: the other way round, a returned delivery would first appear on an invoice and then on a credit note.

Chasing and marking as paid

Overdue invoices are flagged; the chasing is yours to do. Paid can be taken back as long as no correction hangs off it.

What is a preview?

The running period, calculated from the deliveries so far. It is not a stored draft but an invoice in the making: a new delivery makes it grow, a returned one makes the line disappear without a trace. On the billing day it becomes a document with a number.

What does the "billing run" button do?

It bills what is due: for every partner whose period has reached the cut-off date, an invoice with a number is issued. A second click does not create a second invoice. What has been billed is billed.

Why can an invoice not be changed any more?

Because it has a number. The number sequence must have no gaps, and a document that changes afterwards is no longer one. What is wrong is put right by a correcting invoice, not by overwriting.

What is a supplementary invoice?

A second invoice for a period that was already billed: when a delivery went through late, for instance. It carries the note "supplement to September 2026" in the header and subject. Rebuilding the existing invoice would not be permitted, and moving the delivery into the current month would certify a wrong service date.

How do I send a reminder?

By hand, on the overdue invoice. There is deliberately no automatic dunning after N days: when to remind depends on the relationship: an automatism sends the second reminder to the person you spoke to yesterday.

I clicked "paid" too early.

That can be taken back. Without the way back, only a correcting entry for something that never happened would remain.