Documentation — LedgerOS

Sales Workflow

End-to-End Sales Flow

Add Customer CRM profile

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Quotation Optional

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Sales Order Optional

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Tax Invoice ZATCA cleared

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Collection Payment in

You can skip steps 2 and 3 and create a Tax Invoice directly from a customer record if needed.

Section 1

Managing Customers

How to Create a Customer

Navigate to Directory > Customers in the sidebar.
Click the + Add Customer button.
Fill in Basic Info: Name (English & Arabic), Email, and Contact Number.
Provide Billing Details: Address, City, and Pincode.
Under Tax Information, toggle "Is Registered" if the customer has a VAT number. Enter their CR and Tax numbers.
Set Credit Terms: credit period (days) and maximum credit limit allowed.
Click Save Customer.

Updating a Customer

Click the Edit icon in the customer list. Changes reflect on all future documents. Historical documents retain the info they had at creation for audit purposes.

Deletion Rules

Integrity Constraint: You cannot delete a customer if they have any linked transactions (Quotations, Sales Orders, or Invoices).

To remove a customer with history, mark them as Inactive to hide from selection lists, or ensure all linked documents are deleted first (only possible when documents are in Draft status).

Section 2

Quotations (Proposals)

Creation: Select items, quantities, and apply discounts. Quotations start as Draft.
Approval: Once the customer agrees, click Approve. Status changes to Accepted.
Conversion: An Accepted quotation can be converted into a Sales Order or Tax Invoice with a single click — all item details transfer automatically.

Pro Tip: Use the "Valid Until" date field. The system automatically marks expired quotes, keeping your pipeline clean.

Section 3

Tax Invoices & Billing

Invoices are the most critical document — they trigger accounting entries, ZATCA clearance, and inventory deduction all at once.

The Approval Process

Stage	Financial Impact	Stock Impact	ZATCA
Draft	None — fully editable or deletable	No change	Not submitted
Approved	Generates GL entries (DR A/R, CR Revenue & VAT)	Stock Out — inventory decreases	Cleared & UUID stamped

Fixing an Error on an Approved Invoice

Approved invoices cannot be deleted — this is required for financial auditing and VAT compliance. To fix an error, issue a Credit Note instead.

Credit Note Process

A Credit Note creates a reversing journal entry in your accounts and returns the items back to inventory. Find the approved invoice and click "Issue Credit Note".