Draft, submit, cancel and amend documents

Most business documents in OLY ERP, such as Sales Invoices, Delivery Notes, Purchase Receipts and Payment Entries, go through the same steps. Knowing these steps helps you avoid mistakes in your stock and your accounts.

The four states

Simple records like Customer, Supplier and Item do not have these states. You just save them.

Steps

Save and submit

1. Fill in the form and click Save. The document is now a Draft.
2. Check every line: quantities, rates, taxes and dates.
3. Click Submit, then click Yes to confirm. The status changes to Submitted and the form is locked.

Fix a submitted document: cancel and amend

Example: Hana submitted Sales Invoice SINV-2026-00012 for 100 cartons, but the customer ordered 80.

1. Open the submitted document.
2. Click Cancel, then Yes. If other documents are linked to it (for example a Payment Entry), the system tells you. Cancel those first.
3. Click Amend. A new draft copy opens with the number SINV-2026-00012-1.
4. Change the quantity to 80, click Save, and then Submit.

What you can change after submit

• On a submitted document, most fields are locked: items, quantities, rates, amounts, taxes, dates and the party.
• A few fields are marked Allow on Submit and can still be changed, for example some remarks or descriptive fields. Your consultant can tell you which ones apply in your setup.
• You can always add comments and attachments at the bottom of the form.

Why cancel instead of delete

• A submitted document has already changed your stock and your accounts. Cancelling reverses these entries correctly and keeps a record.
• Auditors and tax authorities expect invoice numbers to have no gaps. A cancelled invoice keeps its number in the system.
• OLY ERP does not allow you to delete a submitted document. You can delete a Draft you no longer need.

Good to know

• Submit only when you are sure. Check the totals and the VAT (15%) before you click Submit.
• Cancelling and amending is the normal way to fix a mistake. Do not create a second document to "balance" the first one.
• Some documents may need approval before you can submit them. Your OLY ERP consultant sets this up during onboarding.
• Who can submit, cancel and amend depends on your roles.

Related

• Find your way around: sidebar, search, lists and forms
• Create a sales invoice with VAT
• Customer returns and credit notes
• Roles: who can do what