Documents, drafts and posting
A document is Final but it is not in the general ledger, or you saved it and nothing happened. Check for three things first: it is still a draft, it is a document type that was never meant to post, or it finalised and the posting failed somewhere you cannot see. Two more look like breakage and are answered below too: a document shows as TEMP with no document number — is it broken? and where does my document number come from, and can I change the format?
Each answer is two or three sentences and a link. The page behind the link is the one that owns the explanation and the one that gets corrected when the product changes.
I saved it and nothing happened.
Almost always it is still a draft, and a draft is invisible to every other screen, every report and every downstream document. Troubleshooting has the check, and How Work Actually Runs explains what Finalise starts that Save does not.
Why can’t I edit this? The field is greyed out.
Values that drive posting freeze when a document is finalised; descriptive ones sometimes do not, and which is which is a property of the document rather than a permission someone can grant you. The Generic Document explains the model and Editing an Item covers the master-data half.
What actually happens when I press Finalise?
Finalise is a separate operation from Save: it starts a job processor that fans out into the journal, stock, costing, the knock-off queue and the e-invoice queue, and the screen comes back before most of that has finished. How Work Actually Runs traces one Finalise end to end.
I voided the document and the report still shows it.
A void is not a delete: it posts opposite entries beside the originals, removes a few rows outright, and leaves the rest standing on purpose. What a void undoes names all three shapes, the four times BigLedger refuses to void at all, and the check that tells you whether yours finished.
My printed invoice looks wrong, or will not print at all.
The layout comes from an uploaded template plus a per-branch default, and a branch with no default selected cannot print at all. Printable Formats and Per-Branch Defaults explains the four rules by which the screen, the emailed PDF and the e-Invoice PDF each choose a layout.
Every sales invoice finalises, but none of them post, and the trace names a missing default GL code.
FINAL itself succeeds; the posting that runs after it fails, because the company the invoice belongs to has no default GL code for the customer’s receivable account — in a group, usually the second or third company, where nobody finished the setup. Troubleshooting names the fix and how to re-post the stranded invoices, and Chart of Accounts Setup is where you map it.
I posted a journal to the wrong account. How do I correct it?
Open it, change the line’s GL Code and press UPDATE — a manual journal can be corrected in place; one raised from a document follows the document, so correct that instead. Once the figures have been reported, post a correction journal from the wrong account to the right one, so both stay on record. Journal Entries walks both, and what the listing’s VOID button does.
A document has disappeared from a listing.
Listings are filtered by default, usually on status and a date range. Open Advanced Search and widen the range before concluding anything is lost — Troubleshooting lists the other places documents hide.
Where does my document number come from, and can I change the format?
One counter table sits behind every running number, and a document can be numbered at tenant, company or branch level. Document Numbering says when the number is assigned, why there are no gaps, and what you can and cannot change.
The document is Final but it is not in the general ledger.
Finalising and posting are two different things, and a document can be final with no journal behind it. Run Trace Document in the Financial Report applet, which reports why a given document did or did not produce one.
A document shows as TEMP with no document number. Is it broken?
No — it is a placeholder the screen created so it had somewhere to put the imported lines, and the running number is assigned when it is first genuinely saved. Document numbering explains why, and what sweeps away the abandoned ones.