Document Transaction Operations

Document Transaction Operations is where users create, maintain, approve, cancel, and review structured business documents.

Open Document Transactions -> Operations -> Document Transactions for the general document workspace. Service-specific screens such as Production -> Operations -> Sales Orders, Production -> Operations -> Dispatch, Agriculture -> Operations -> Produce Deliveries, or Events -> Operations -> Document Transactions may open the same shared document workspace with a narrower business context. Those entry points do not create a second document ledger; they prefilter the shared primitive by document type, domain, or workflow context.

The main table shows the document number, type, domain, document date, counterparty, total, document status, and approval status. Users can filter by approval status and by document status.

Workspace Reference

Area	What The User Does
Main table	Search, filter, and review existing documents.
Create button	Opens the document form. The button label changes by workspace, for example New Sales Order, New Dispatch, or New Document Transaction.
View Detail	Opens the document review dialog with header, lines, configured effects, references, and side-effect execution results.
Edit	Reopens the document form before the document is approved, closed, or cancelled.
Submit	Sends a draft document for approval or processing.
Approve	Approves a submitted document when the user has the required approval permission.
Cancel	Stops a document that should no longer drive downstream activity.

Service-context document screens may add follow-up actions. For example, a production sales order may offer actions to open production orders, shop floor, costing, or dispatch when the order status allows it. An agriculture produce delivery may offer follow-up into inspections, stock review, settlement preparation, or obligation creation, but the document itself still lives in the shared document ledger.

Creating A Document

Click the create button for the workspace, then start with the Document Header section.

Required header fields:

Field	Required	Meaning
Document Type	Yes	Determines the document behavior and any configured approval, stock, pricing, or accounting effects. In service-context screens, the list is already narrowed to the correct document type.
Business Unit	Yes	Scopes the document to the operating unit responsible for execution.
Document Date	Yes	Business date of the document.
Document Number	No	Backend-generated business reference. Users should rely on type-specific numbering and use External Reference for paper, bank, supplier, donor, or field references.
Expected Date	No	Expected fulfillment, delivery, completion, or follow-up date.
Counterparty	No	External or internal party involved, such as customer, supplier, school, buyer, farmer, or partner.
External Reference	No	Supplier, customer, carrier, school purchase order, partner reference, or other outside reference.
Currency	No	Currency for priced documents. Use it when amounts are captured.
Notes	No	Context that does not fit in structured fields.

Save the header only when the business intentionally needs a draft document record before line details are ready. Otherwise, add the document lines before submitting.

Some documents can be saved as headers first and updated with lines later. Numbering is still resolved by the shared document-type configuration in the backend; users should not try to control numbering from the form.

What Header Fields Control

Document header fields do more than label the record. They determine how the document is filtered, approved, connected to other workspaces, and interpreted by downstream primitives.

Header Field	Operational Implication
Document Type	Selects the configured document family, service domain, numbering behavior, allowed effects, approval behavior, and workflow meaning. A production sales order and an agriculture delivery may use the same form but different document types.
Business Unit	Decides ownership, approval scope, reporting scope, and which users can normally find or act on the document.
Document Date	Drives the business date used for review, reporting, and downstream financial or stock timing where configured.
Counterparty	Connects the document to a customer, supplier, school, farmer, buyer, donor, worker, group leader, or partner. This is what makes follow-up, invoicing, statements, settlement, and audit history readable.
Currency	Controls how priced lines and totals should be interpreted. Confirm this before entering commercial amounts.
Expected Date	Supports delivery, receipt, completion, or follow-up planning. It is not the same as the document date.
External Reference	Preserves the other party's reference, such as a school purchase order, supplier delivery note, buyer reference, or farmer receipt number.
Notes	Carries human context, but should not replace structured fields where stock, price, party, warehouse, or approval behavior depends on them.

Adding Lines

Use Add Line in the Transaction Lines section. Lines capture the detailed content of the document.

Supported line types:

Line Type	Use It For
Item	Stock-backed goods such as product designs, materials, produce, packaging, finished goods, or inventory items.
Service	Service work that is priced or tracked but is not a stock item.
Charge	Fees, surcharges, adjustments, or commercial charges.
Text	Notes or descriptive lines that should appear on the document but do not carry stock or priced quantities.
Resource	Equipment, people, rooms, or operational resources where a document needs to reference capacity or usage.
Operation	Production or execution steps such as cutting, sewing, packing, grading, or other operation codes.

Important line fields:

Field	Required	Meaning
Line Type	Yes	Controls which other line fields appear.
Line Status	No	Line-level state such as open, reserved, fulfilled, cancelled, or closed.
Stock Item	Required for item-driven operational accuracy	Inventory execution item for item lines. In production, this is commonly a product design, material, component, or finished good.
Description	No	Human-readable explanation of the line. Use clear product, size, colour, school, buyer, or production notes where needed.
Quantity	Usually required for countable lines	Quantity being ordered, received, dispatched, produced, sold, or settled.
Unit of Measure	Usually required for countable lines	Unit used for the quantity, such as pieces, kilograms, bags, metres, sets, or bundles.
Unit Price	Required when the line is priced	Price per unit before discount and tax.
Discount	No	Line discount amount.
Tax	No	Line tax amount.
Line Amount	Review before submit	Total line amount. It may be calculated from quantity, price, discount, and tax where enough information is available.
Unit Cost	No	Cost value used where costing or margin review needs it.
Expected Date	No	Line-specific delivery, execution, receipt, or completion date.
Source Warehouse	Required where stock leaves a location	Stock location the item comes from.
Destination Warehouse	Required where stock enters a location	Stock location the item moves into.
Lot Number, Batch Number, Serial Number	Required only where tracking policy needs them	Inventory tracking references for controlled stock.
Operation Code	Required for operation lines	Production or workflow operation being recorded.

Line amounts are calculated from quantity, price, discount, and tax where the form has enough information. Users should still review totals before submitting the document.

Do not use a text line when the document needs stock, pricing, warehouse, or production effects. Use the correct line type so downstream work can read the record correctly.

Do not use notes alone when the real business fact is a worker attendance quantity, produce intake quantity, input issue, settlement deduction, or payable-supporting line. Capture that in structured lines so Payments, Inventory, Reporting, and GL can rely on the document later.

Line Type Implications

Choosing the correct line type is important because other workspaces read line content differently.

Line Type	Downstream Implication
Item	Can drive stock, production, receipt, dispatch, costing, and inventory traceability when the document type has those effects configured.
Service	Represents billable or operational work without stock quantity movement. Use it for service charges or work delivered outside inventory.
Charge	Captures fees, surcharges, deductions, or adjustments that should be priced but are not physical goods.
Text	Adds explanatory notes only. It should not be used for quantities, stock, charge calculation, or production stages.
Resource	Links capacity, equipment, people, or locations to the document where planning or utilization matters.
Operation	Represents an execution step such as cutting, grading, packing, drying, or another workflow stage. Use this when the document needs stage-level runtime context.

Detail Review

The detail dialog helps users understand what the document is configured to do.

Review these areas before acting:

• Header summary: type, status, business unit, total, and currency.
• Configured Effects: whether the document affects stock, GL, pricing, or approval.
• Lines: item/service/charge/resource/operation details and stock item context.
• References: linked parties, events, orders, inspections, deliveries, assets, or other records.
• Side-Effect Execution: follow-up activity created by the document, including status, target, and any error message.

If side effects show failures, correct the source data or setup before treating the document as complete.

For agriculture and other service stories, remember the split:

• the document is the structured source evidence
• downstream stock, inspection, payment, report, or GL truth stays in the owning shared primitive

Status Lifecycle

Typical statuses are:

• Draft: the document is still being prepared.
• Submitted: the creator has sent it for review or processing.
• Approved: the document is accepted for downstream use.
• Cancelled: the document is no longer valid and should not drive further action.
• Closed: the document has completed its operational lifecycle.

Approval status is separate from document status. A document can show its operational status while also showing whether approval is pending, approved, returned, or not required.

Row Actions

Available row actions depend on the user permissions and the current document status.

• View Detail opens the full document review dialog.
• Edit is available before the document is approved, closed, or cancelled.
• Submit is available while the document is still in Draft.
• Approve is available for documents ready for approval.
• Cancel stops further processing for documents that are not already cancelled or closed.

Some workspaces add follow-up actions that open related records, such as events, inspections, stock movements, or billing records.

Good Practice

• Use one document for one business event unless policy requires a replacement.
• Update a returned or draft document instead of creating a duplicate.
• Check configured effects before submitting or approving.
• For stock-affecting documents, confirm stock item, unit of measure, warehouse, and tracking references.
• For priced or accounting-relevant documents, confirm currency, totals, tax, discount, and counterparty details.
• Cancel invalid documents rather than leaving them in Draft where users may accidentally act on them later.
• If the document is supporting an agriculture field activity, attendance sheet, delivery, or settlement, confirm the project/WBS/funding/source-evidence fields are present before sending it into obligation or payment workflows.