Where it lives
Documents is a tab of Workspace › Document Templates, beside Templates and History. Designing a document and making one are two halves of the same job, so they are on one page. The older address, `/documents`, still works and brings you here.
What it is for
Documents makes four kinds of document from what Accmerio already holds — your customers and suppliers, items and prices, tax codes, payment terms and ledger — and prints them on the designs in Document Templates. Making, issuing or sending one records nothing in your books.
| Document | For | Made from |
|---|---|---|
| Quotation | A customer | Lines with items, quantities, prices, discounts and VAT; an introduction, scope, exclusions, delivery, notes and terms; a validity date |
| Proforma Invoice | A customer | The same lines, VAT and totals the invoice will have; payment terms and the bank details on its design; a validity date. It asks for an advance, an approval, a letter of credit or customs clearance before the invoice exists, and is not a tax invoice |
| Purchase Order | A supplier | Lines with items, quantities, purchase prices and VAT; a delivery date and address; payment terms and terms |
| Statement of Account | A customer or a supplier | The ledger: the opening balance, the invoices, bills, payments and credits in the period, and the closing balance |
Each card on Documents shows what that kind of document uses from Accmerio, the design it prints with, how many are waiting, and the latest ones. Numbers come from Document Templates › Document numbers, where quotations, proforma invoices, purchase orders and statements each have their own series. Proforma invoices are numbered PI- and never take an invoice number: the invoice series stays the unbroken one.
Start a document
- Open Workspace › Document Templates, then the Documents tab.
- Press Create new on a card, or New document at the top and choose what you are making.
- The document opens full screen: the editor, and beside it Preview and AI Builder.
Fill it in
- Customer or Supplier — search your contacts, or create one. The card beneath shows their address, contact person, payment terms, what is owed on open invoices or bills, and earlier documents. Use on this document copies their payment terms.
- Send to — the email address the document goes to. Choosing a contact fills it in.
- Subject, Date, Payment terms and Customer reference (or Supplier reference). A quotation and a proforma invoice have Valid until, with 7 days, 15 days, 30 days and 60 days to pick from; a purchase order has Deliver by and Deliver to.
- Lines — Add from your items… fills a line with the item's name, unit, price and VAT, and Add line starts an empty one. Each line has a quantity and unit, a price, a discount and VAT; + Add details prints more text under its description. The buttons beside a line move, copy or remove it.
- Optional — a line shown with its price but not added to the total, such as annual maintenance offered alongside an installation.
- Discount on the whole document — applied to every line, on top of a line's own discount.
- Written sections — Add a section for an introduction, scope, exclusions, delivery, notes or terms, or A section of your own… with a heading you choose. Only the sections you write are printed.
Under each price, a note says where it came from: Catalogue price, Price used before, From your instruction or Suggested by the AI. A suggested price stays marked until you press Confirm or type your own.
The document saves itself a moment after you stop typing, and Saved beside its name confirms it. Undo and Redo (Ctrl+Z and Ctrl+Y) step back through your changes. Design chooses the template it prints with, and Preview shows the PDF exactly as it prints, redrawn after each save.
Make a statement
- Press Create new on Statements.
- Choose the customer or supplier. If you make both, Customer and Supplier switch between them.
- Choose the period: This month, Last month, This quarter, Last quarter, This year, Last year, or your own dates under From and To.
- The account shows the Opening balance, Debits, Credits and Closing balance, and every movement in the period, read from the ledger.
Nothing on a statement is typed except its notes. The check mark under the balances confirms that the statement's own arithmetic agrees with the ledger's balance at the end of the period.
Issue it
- Press Issue. The summary shows who it is for, the total (for a statement, the period and closing balance) and the design it prints on.
- Anything missing — a customer, a line, a price the AI suggested that nobody has confirmed — is listed under Fix these first, with Show me beside it.
- Press Issue quotation (or Issue proforma invoice, Issue purchase order or Issue statement). It takes its number.
Mark ready to issue is optional: it marks a draft as checked, for someone else to issue. Back to draft undoes it. A draft that is not wanted can be removed with Delete draft.
Email, print or download
- Email sends the document to the address under To. Add a Cc, Subject or Message if you want. Include a link to view it online adds a link that expires after 30 days.
- Print and Download PDF are at the top of the document, and in the ⋯ menu on a phone. A draft prints marked DRAFT.
- Sent it some other way? Press Mark as sent in the ⋯ menu.
Record the reply
| Document | What happens | It becomes |
|---|---|---|
| Quotation | Customer accepted or Customer declined, with a note if you like | Accepted or Declined |
| Quotation | Nothing, and its Valid until date passes | Expired |
| Proforma invoice | Customer confirmed (they paid or approved it) or Customer declined | Confirmed or Declined |
| Proforma invoice | Nothing, and its Valid until date passes | Expired |
| Purchase order | Supplier acknowledged | Acknowledged |
| Purchase order | Close order, when nothing more is expected | Closed |
| Any | Cancel (for a statement, Withdraw), with a reason | Cancelled (Withdrawn) |
Reopen takes back a recorded acceptance or decline. A cancelled document keeps its number and stays in Document History.
Turn it into an invoice or a bill
- On an issued or accepted quotation, or an issued or confirmed proforma invoice, press Convert to invoice; on an issued or acknowledged purchase order, press Create bill.
- Choose the date. If a line is not from one of your items, choose the account it posts to.
- Press Create draft invoice (or Create draft bill), then Open the draft invoice (or bill).
The draft has the same customer or supplier, lines, discounts, VAT and total, and posts nothing: it waits in Invoices or Bills to be approved there like any other draft. The quotation or proforma invoice becomes Invoice drafted and the purchase order Bill drafted. The invoice is the tax invoice (or, for a company that is not registered for VAT, the invoice): the proforma only asked for the money, and nothing about it is in your books. If a VAT rate has changed since the document was issued, the draft says its total differs; check it before approving.
Defaults and the plugin
Settings at the foot of Documents holds what new documents start with: Valid for (days) for quotations and proforma invoices, Delivery after (days) for purchase orders, and the Payment terms, Terms and conditions and Notes of each kind, with Statement notes. The AI Builder uses them when asked for your normal terms. Changing them never changes a document already made.
The AI Builder switch turns the AI Builder on or off for the whole company. Remove Document Generation removes the plugin: Documents leaves the sidebar, but everything already made is kept, and comes back when the plugin is added again. While Procurement is added, Document Generation cannot be removed or turned off, because Procurement's quotations and supplier LPOs are made with it; remove Procurement first.