Old documents (dated before go-live)
An old document is an invoice, bill, receipt, payment, credit note or debit note dated before your go-live date. It is recorded so you can collect, pay, return and note against it, but it never posts to the books or moves stock.
Quick add
- Open the normal form, for example Sales › Invoicing, and add a new invoice.
- Set the date before the go-live date. An Old document banner appears.
- Type the Original number exactly as printed in your old system.
- Add at least one item line and click Add.
Done. The invoice is saved with an Old document badge and counts in receivables.
Full guide
How they differ
There is no checkbox: the date decides.
| Old document | Live document | |
|---|---|---|
| Books | Nothing posted; it sits inside the party's opening balance | Posts |
| Stock | None. No batch, serial or store asked | Moves as set |
| Numbering | Invoice, credit note and debit note keep the Original number from your old system, and the live series is untouched. Receipts and payments are numbered as usual. | Live series |
| Receivables and payables | Included | Included |
| Follow-up reminders | Not scheduled automatically | Scheduled |
| Goods | Treated as already delivered or received | As set |
For a bill, mark goods billed but not yet received; a goods receipt after go-live receives them.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Original (number) | Yes, on invoices, credit notes, debit notes | The number from your old system. |
| This is the original number from my old system | On a draft that crossed go-live | Tick when the number it already carries is the original. |
What you cannot do
- Move a saved document's date across go-live. Cancel it and enter it again.
- Generate an e-invoice or e-way bill for an old invoice. You can record an e-way bill number.
- Keep an asset line on an old bill. Add the asset in the asset register.
- Put it in the books. GST reports leave it out.
What you can do: take a later receipt or payment against it, raise a credit or debit note, or a sales return. Lists have an Old documents filter (All, Only old, Hide old).
Importing them
Rows dated before go-live in Bulk Import need the original number mapped, at least one item line, and the goods column is ignored. After the import, run the Opening balance check.
On the mobile app
Forms for invoices, bills, receipts, payments, credit notes and debit notes show the banner and ask for the original number. There is no Old documents filter and no import on the phone. Sales and purchase returns are not on mobile. Same on iPhone and Android.
Scenarios
Problems and fixes
It asks for an original number
The date is before go-live. Type the old number, or fix the date.