Working with sales documents

Whether creating new sales documents (invoices, credit notes, quotes, or estimates) or working with existing ones, the Document (or New Document) pages include many useful features that allow you to further manage the document.

Go to the Sales menu, select the type of sales document you want to work with (for example, Sales Invoices), and then create a new document or open an existing one to access the Document page.

Note: You can only view the document timeline in sales documents created after March 1, 2019.

Understanding the document timeline

To help you track progress, each sales document includes a progressive timeline on the right-hand side of the Document page. Hover over a status to see details about each of the following statuses:

Created. Shows the date and time when the document was initially created.
Sent. Indicates whether or not the document has been sent to the customer. If the document was:
Printed to a PDF. The details will show as Manually Issued. If it is later emailed, the email details will show for this status.
Emailed. The details will show the email address (or addresses) to where the document was sent, the date, and the delivery status. The indicator displays in green when at least one email is successfully delivered or red if any emails fail to be delivered. You may need to refresh the page to update this status. For example, if an email address you sent to is not listed, refresh the page before re-sending the document.

Note: The Sent status is updated for any recipients you included on the To or CC lines of the email but is not updated if you mark Send me a copy (sent as a BCC recipient).

Viewed. Shows the email address and date of when the document was viewed by the recipient. This status is updated for recipients who click the View document button in the email message body. If you include a PDF copy with the email, the recipient may open that instead, which is not tracked. To ensure this status is updated, you can unmark Include PDF attachment on the Email window when emailing sales documents. This status is also updated if we receive confirmation from the recipient's email provider that your email has been received. However, the providers do not always send a confirmation. This makes it possible for your email to have been received but the status was not updated.

Note: The Viewed status is updated for any recipients you included on the To or CC lines of the email but is not updated if you mark Send me a copy (sent as a BCC recipient). When emailing sales documents, you should do so using the Email hyperlink on the sales Document pages. While you can email a sales document from the list views, the emails are not tracked so the timeline will not be updated.

Paid. Shows the date the last payment was made on the sales invoice. The indicator displays in green if the invoice is fully paid, light orange if it is partially paid, or dark orange if it is overdue.
Invoiced/Expired/Declined. Applicable only to sales quotes and estimates, this status displays as:
Invoiced. If an invoice was created from the quote or estimate. The details will show the date and time the invoice was created.
Expired. If the quote or estimate reached its expiration date. The details will show the expiration date and time.
Declined. If the customer declines the quote or estimate. The details will show the date and time when it was declined.

Using the activity panel

From the activity panel on the right-hand side of the page, you can perform these tasks for the document:

Task	Description
Email	Opens the Email window, where you email the document to one or more recipients. Enter the email addresses to which you want to send the document in the To or CC fields. If you are entering multiple email addresses, enter a semi-colon (;) after each one. Optionally: Select Send me a copy to also send the email to the email address of the person currently signed in. Select Include PDF attachment to include a PDF of the sales document on the email. Edit the default Subject or Message fields as needed. When you are ready to send the email, click Send.
Print	Opens the sales document opens in a new browser window or tab, where you can print or save the page.
Edit	Enables edit mode, so that you can make changes to the sales document.
Add credit note	To open the New Sales Credit Note page, where you can create a credit note for the selected sales invoice.
Copy	The New Sales (Invoice, Credit Note, Quote, or Estimate) page opens, displaying the details of the original document. Click Save to save an exact copy with a new invoice number or edit the details and then click Save.
Print packing slip	Opens a packing slip for the sales invoice, quote, or estimate in a new browser window or tab, where you can print or save the page. The packing slip contains only the product information from the order with no prices or totals.
Download	Depending on your web browser, the sales document PDF either downloads automatically to your computer’s Downloads folder or you may receive a prompt asking you to save the file to your computer.
Void or Delete	If you created the sales invoice or sales credit note in error, you cannot delete it, but you can void it. Voiding the sales document ensures that the document numbering remains sequential. If you created the sales quote or estimate in error or no longer need it, you can delete it.