Document Transactions Overview

Document Transactions are controlled business documents used when a workflow needs a header, lines, references, status, approval, totals, and traceable follow-up. They are more structured than notes or attachments and are designed for documents that other users or modules may rely on later.

Use Document Transactions for documents such as orders, requisitions, reservations, stock issues, receipts, transfers, inspections, deliveries, returns, costing sheets, service records, event-linked documents, and operational approval records.

How They Fit In

Document Transactions are shared across the system. Events, Production, Agriculture, Billing, Inventory, Resource Capacity, Inspections, and other service areas can all use the same document model instead of each area creating a separate document engine.

Service modules may expose agriculture-, production-, or event-specific entry points, but those do not create a second document ledger. The source of truth for document headers, lines, numbering, approval, configured effects, and follow-up history remains the shared Document Transactions primitive.

This matters because users get a consistent experience:

• The document type defines what the document is for.
• The document header records the business unit, date, counterparty, currency, and references.
• Document lines capture items, services, charges, text, resources, or operations.
• Status and approval show whether the document is still being prepared, ready for review, approved, cancelled, or closed.
• Detail views show the configured effects, lines, references, and any follow-up activity.

Setup And Operations

Setup is where administrators define document transaction types. The type controls the domain, family, direction, approval behavior, numbering behavior, stock behavior, pricing behavior, and direct accounting behavior.

Operations is where users create documents, add lines, submit or approve them, cancel invalid documents, and review the downstream effects.

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
Document Transaction Types	Document Transactions -> Setup -> Document Transaction Types, or Events -> Setup -> Document Transaction Types	Define the document contract, including domain, family, approval, numbering, stock, pricing, and direct GL behavior.
Document Transactions	Document Transactions -> Operations -> Document Transactions	Create, review, approve, cancel, or close shared operational documents.
Event Documents	Events -> Operations -> Document Transactions	Review documents created from or linked to event activity through the shared document ledger.
Production Documents	Production -> Operations or Production -> Costing	Open shared document workflows from production context when quotations, requisitions, orders, receipts, dispatches, or cost sheets are involved.
Agriculture Documents	Agriculture -> Operations	Open shared document workflows from agriculture context for contracts, deliveries, settlement statements, obligations, and related source evidence.

When To Use Document Transactions

Use a document transaction when the business needs structured control. Good examples are a delivery note with stock items, a requisition that needs approval, an inspection document with line details, or an event document that later supports billing.

For agriculture specifically, use document transactions for source evidence that other primitives will rely on later: producer contracts, produce deliveries, worker attendance sheets, field activity reports, spending requests, settlement statements, and approved obligation-supporting records.

Do not use a document transaction when a simple note, uploaded file, or comment is enough. Too many unnecessary document types make users choose incorrectly and weaken reporting.

Common Mistakes

• Creating duplicate documents for the same business event instead of correcting the returned or draft document.
• Choosing a generic document type when a more specific approved type exists.
• Adding stock-affecting lines without the correct stock item, unit of measure, warehouse, or tracking reference.
• Enabling approval or accounting behavior on a document type without confirming who owns the review.
• Treating a document as complete before its status and configured effects have been reviewed.
• Assuming an Agriculture or Production screen owns a separate document ledger. It only narrows context; the shared document record still owns numbering, approval, and effects.