Amend, cancel and why Zeyto does not delete
You will be able to: Describe Draft, Submit, Amend and Cancel; Explain what happens in the ledgers on Amend and Cancel; Use Inactive and the Recycle Bin for masters.
- Read not done yet
- Self-check: not taken not done yet
- Lesson complete not done yet
A draft changes nothing in the accounts, stock or VAT and can be edited freely. Submit gives the document its number and posts it. A submitted document is never edited in place. If it is wrong you amend it or cancel it, and the original always stays on record.
| Action | What happens | Number |
|---|---|---|
| Amend | Zeyto reverses the old posting and posts the corrected version | Same number with a suffix /A1, then /A2 |
| Cancel | Zeyto reverses everything; nothing replaces it; read-only afterwards | Same number, status Cancelled |
| Delete | Not available for posted documents or drafts | Not applicable |
A cancelled document stays in the list and cannot be reopened. If you cancelled by mistake, create a new document. A draft cannot be deleted either: it posts nothing, so it is safe to leave.
When Amend or Cancel is refused
- A later document was made from this one, such as a delivery note made from the order. Cancel the later document first.
- The date is in a closed fiscal year, before the Books locked up to date, or in a filed VAT period (next lesson).
- A post-dated cheque receipt after the cheque is deposited, cleared or bounced.
Masters: Inactive instead of delete
Customers, suppliers, items, accounts, branches and users are not deleted. Set them to Inactive: they are no longer offered on new documents but stay in history and reports. The Recycle Bin (Security & System area) holds a deleted master only if something marked it deleted. Restore brings it back as it was. Purge removes it for good, asks you to type its code, and cannot be undone. Both are written to the Audit Log. Documents never go to the bin.
Why this design
- Document numbers stay continuous, so a missing number is a red flag rather than a normal event.
- Auditors and tax authorities expect a complete trail; UAE VAT records are kept for at least five years.
- Reversals keep reports for closed periods stable.
Try it in the demo
- Open Sales ▸ Sales Invoice and open a submitted invoice. Open More ▾ and read the Cancel and Postings entries. Do not cancel on the shared demo.
- Open the Recycle Bin screen (Security & System area of Settings) and read the Entity filter and the Restore and Purge buttons.
- On a customer, find the Active / Inactive status and note there is no Delete.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- Posted documents are corrected by Amend or Cancel, never edited or deleted.
- Amend keeps the number with /A1; Cancel keeps the number as Cancelled.
- Masters are set Inactive; the Recycle Bin is for masters only.
- Amend and Cancel are refused when later documents or locked periods are involved.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.