Documentation/ Working with documents/ Opening and editing a document
Opening and editing a document
A document opens full screen, its data laid out in tabs with the original file in view. It is where you settle the documents the checks have flagged.
On this page
Opening it
Documents › the list for the type › the document's row › the edit action
From the list, the edit action on the row opens the document. The screen takes all the room there is: it is not a pop-up, so you review with the whole surface.
The tabs
The data is spread across tabs. Which ones you get depends on the document type and how the account is set up:
| Tab | What is on it | When you get it |
|---|---|---|
| General | The header: issuer, recipient, dates, numbers, net amounts, taxes, totals and the nominal coding. | Always |
| Items | The document's lines: item, quantity, price, discounts and the tax on each line. | Always |
| Taxes | The VAT and equivalence surcharge breakdown. | On invoices |
| Delivery notes | Consolidation: the delivery notes tied to the invoice and the ones suggested. | On purchase invoices |
| References | The document's reference data. | On delivery notes |
| Purchase order | Checking it against the order it came from. | With Business Central, on delivery notes |
| Trips | The detail of each journey. | On transport invoices |
Save from the right tab. Saving the lines happens on the items tab. Try it from anywhere else and the application tells you to go to the items tab first.
The original document
The original file is shown next to the data that was read off it, so you can check without changing screen or downloading anything. It is how you settle a doubtful figure or number: against the paper, not against memory.
On documents of several pages the viewer lets you move through them. On merged documents it shows the whole thing.
Editing a field
The fields can be edited straight away. The ones the checks flagged as missing or inconsistent are highlighted, so you can find them without going through the whole record.
Some corrections go further than the document in front of you and create a rule that applies to that supplier's future documents. That is the case with correcting the supplier.
Saving
Saving commits the changes and runs the checks again: the document's status can change once you have saved, if what you corrected settled whatever had flagged it.
Approving and rejecting
Approving signs the document off, and it is what the ERP send needs. The application asks you to confirm first.
An approved document can be unapproved, with the same confirmation. Rejecting marks the document as set aside.
Approving does not require the status to be clean: a document carrying a review status can be approved if you are satisfied the discrepancy comes from the original document.
Going to the next document
The screen has previous document and next document, which walk the list without going back to it. That is what lets you work through the flagged documents in a run rather than opening and closing them one at a time.
The walk follows the order and the filters of the list you came from.
Leaving without saving
Leave the screen with unsaved changes and the application warns you they will be lost and asks you to confirm. You get the same warning if you move away from a dialog inside the document, such as the supplier correction one.