{"id":974,"date":"2026-11-12T17:28:32","date_gmt":"2026-11-12T17:28:32","guid":{"rendered":"https:\/\/anima-ppd.com\/wp\/knowledge-base\/pos-documents-en\/"},"modified":"2026-11-12T17:28:32","modified_gmt":"2026-11-12T17:28:32","slug":"pos-documents-en","status":"publish","type":"knowledge_base","link":"https:\/\/anima-ppd.com\/wp\/en\/knowledge-base\/pos-documents-en\/","title":{"rendered":"POS: Documents"},"content":{"rendered":"<p>The <strong>Documents<\/strong> page is the list of every document movement in your store in one place: retail receipts, invoices, credit notes and delivery notes. You find it in the left menu, under <strong>POS<\/strong>, and it appears <strong>only when POS is active<\/strong> in your store.<\/p>\n<ul>\n<li><a href=\"#sources\">What the list shows<\/a><\/li>\n<li><a href=\"#filters\">Filters and search<\/a><\/li>\n<li><a href=\"#statuses\">Document status<\/a><\/li>\n<li><a href=\"#print\">Reprinting as a copy<\/a><\/li>\n<li><a href=\"#cancel\">Cancelling and credit notes<\/a><\/li>\n<li><a href=\"#delete\">Deleting<\/a><\/li>\n<li><a href=\"#export\">Export to XLS \/ CSV<\/a><\/li>\n<li><a href=\"#rights\">Permissions<\/a><\/li>\n<\/ul>\n<h2 id=\"sources\">What the list shows<\/h2>\n<figure>\n  <img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/anima-ppd.com\/wp\/wp-content\/uploads\/2026\/11\/posdocs-list.jpg\" width=\"1920\" height=\"790\" alt=\"The POS Documents list with date, type, number, order, customer, amount, status and action icons\" loading=\"lazy\"><figcaption>The Documents list. Customer names are blurred.<\/figcaption><\/figure>\n<p>The list gathers three sources and shows them with the <strong>newest first<\/strong>:<\/p>\n<ul>\n<li><strong>Receipts, invoices and credit notes<\/strong> issued by the POS. Every sale has its document and, if there is a return, its credit note too.<\/li>\n<li><strong>Internal delivery notes<\/strong> between stores, as issued from the <a href=\"\/wp\/en\/knowledge-base\/displayer-en\/#internal-handling\">Displayer<\/a>. The \u201cCustomer \/ To\u201d column shows the route <em>from store \u2192 to store<\/em> and, instead of an amount, the number of items moved.<\/li>\n<li><strong>POS sales without a separate document record.<\/strong> They show a \u201cPOS\u201d mark under the type, and their receipt or invoice is printed from the order itself.<\/li>\n<\/ul>\n<p>Each row shows: date and time, the <strong>document type<\/strong> (with its code below), the <strong>number<\/strong> (series and running number), the <strong>order<\/strong> it belongs to (a link that opens the order), the customer, the <strong>amount<\/strong>, the <strong>status<\/strong> and the action icons. Credit notes show a <span style=\"color:#c0392b\">red negative amount<\/span>, and cancelled documents are greyed out with a struck-through number.<\/p>\n<p>The document types you may see:<\/p>\n<ul>\n<li><strong>Retail Sales Receipt<\/strong> (11.1), the retail receipt and its <strong>Retail Credit Note<\/strong> (11.4).<\/li>\n<li><strong>Invoice &#8211; Delivery Note<\/strong> (1.1) and its <strong>Credit Invoice<\/strong> (5.1).<\/li>\n<li><strong>Delivery Note<\/strong> for internal transfers (9.3).<\/li>\n<li>Any other type defined in the \u201cDocument series\u201d of the <a href=\"\/wp\/en\/knowledge-base\/main-settings-en\/#dropdown-lists\">Dropdown Lists<\/a>.<\/li>\n<\/ul>\n<h2 id=\"filters\">Filters and search<\/h2>\n<figure>\n  <img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/anima-ppd.com\/wp\/wp-content\/uploads\/2026\/11\/posdocs-filters.jpg\" width=\"1734\" height=\"115\" alt=\"The top bar of Documents with results per page, from and to dates, type, status, total and the search field\" loading=\"lazy\"><figcaption>The filter bar. Every change is applied immediately.<\/figcaption><\/figure>\n<p>In the top bar you set what you want to see. As soon as you change a filter the list refreshes, with no extra click:<\/p>\n<ul>\n<li><strong>Results per page:<\/strong> 25, 50, 100 or 200.<\/li>\n<li><strong>From \/ To:<\/strong> a date range.<\/li>\n<li><strong>Type:<\/strong> one specific document type. The list contains only the types that actually exist in your store.<\/li>\n<li><strong>Status:<\/strong> Internal, Pending, Sent, Error or Cancelled.<\/li>\n<li><strong>Search:<\/strong> looks in the number, the order, the customer, the MARK and the name of the type. The \u2716 next to it clears all filters.<\/li>\n<\/ul>\n<p>Next to the filters you see the <strong>Total<\/strong> of the amounts in the current search. Cancelled documents are not counted and credit notes are subtracted, so you see the net amount of the documents you filtered.<\/p>\n<h2 id=\"statuses\">Document status<\/h2>\n<p>The column with the paper-plane icon shows where each document stands in electronic transmission:<\/p>\n<ul>\n<li><strong>Internal:<\/strong> the document exists in the eShop and has not been sent anywhere.<\/li>\n<li><strong>Pending:<\/strong> waiting to be sent to the provider or the ERP.<\/li>\n<li><strong>Sent:<\/strong> it has been sent and the <strong>MARK<\/strong> is shown in place of the label. A document that has been sent <strong>can no longer change<\/strong>: it cannot be deleted.<\/li>\n<li><strong>Error:<\/strong> the transmission failed. Hover over the label to see the error message.<\/li>\n<li><strong>Cancelled:<\/strong> the document has been cancelled.<\/li>\n<\/ul>\n<p>The connection with a specific e-invoicing provider or myDATA is <strong>not active yet<\/strong>, so today most documents show as \u201cInternal\u201d.<\/p>\n<h2 id=\"print\">Reprinting as a copy<\/h2>\n<figure>\n  <img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/anima-ppd.com\/wp\/wp-content\/uploads\/2026\/11\/posdocs-copy.jpg\" width=\"794\" height=\"620\" alt=\"Copy of a delivery note marked COPY\" loading=\"lazy\"><figcaption>A delivery note copy: it opens in a preview window and carries the \u201cCOPY\u201d mark.<\/figcaption><\/figure>\n<p>The <strong>printer<\/strong> icon on each row opens the document in a preview window, <strong>always as a copy<\/strong>. The original is therefore not issued again and no new number is created. It works for receipts, invoices, credit notes and delivery notes.<\/p>\n<h2 id=\"cancel\">Cancelling and credit notes<\/h2>\n<p>The <strong>cancel<\/strong> icon (a circle with a diagonal line) appears only where it is allowed, and what it does depends on the type:<\/p>\n<ul>\n<li><strong>Receipt or invoice:<\/strong> it is not deleted. Its <strong>credit note is issued<\/strong> in its place, with its own series and number, and the original document shows as \u201cCancelled\u201d. This is allowed <strong>only for the last document of the sale<\/strong> and only if it has not already been cancelled.<\/li>\n<li><strong>Delivery note that has not been sent:<\/strong> its status becomes \u201cCancelled\u201d.<\/li>\n<li><strong>Sale without a document record:<\/strong> it cannot be cancelled from here, because it is the sale itself. Cancel it from <a href=\"\/wp\/en\/knowledge-base\/orders-list-en\/\">Orders<\/a> or from a POS return.<\/li>\n<\/ul>\n<p>Before the cancellation completes, the system asks for confirmation. At the end a message lists which documents were cancelled and which are <strong>not allowed<\/strong> to be cancelled, with the reason.<\/p>\n<h2 id=\"delete\">Deleting<\/h2>\n<p>The <strong>bin<\/strong> icon permanently deletes a document and appears only when both of these hold:<\/p>\n<ul>\n<li>the document <strong>has not been sent<\/strong> (no MARK and not in the \u201cSent\u201d status),<\/li>\n<li>and, for receipts and invoices, it is the <strong>last document of the sale<\/strong>, so that no gap is created in the numbering.<\/li>\n<\/ul>\n<p>Deleting cannot be undone and always asks for confirmation. If a document has already been sent, use cancellation, which issues a credit note.<\/p>\n<h2 id=\"export\">Export to XLS \/ CSV<\/h2>\n<figure>\n  <img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/anima-ppd.com\/wp\/wp-content\/uploads\/2026\/11\/posdocs-select.jpg\" width=\"900\" height=\"250\" alt=\"The multiple-actions menu opened from the select-all checkbox: export CSV\/XLS, cancel and delete\" loading=\"lazy\"><figcaption>The checkbox in the header opens the multiple-actions menu. Here the user only has the export right, so cancel and delete are not shown.<\/figcaption><\/figure>\n<p>You select rows with the checkboxes at the start of each row, or all of them with the header checkbox. From the menu that opens there you can:<\/p>\n<ul>\n<li><strong>Export CSV\/XLS:<\/strong> if you have not selected any rows, <strong>all the rows that pass the filters<\/strong> are exported, not just the page you see. The switch next to it chooses the format (XLS or CSV) and your choice is remembered in your browser. The file contains date, type, number, order, customer, amount, status and MARK.<\/li>\n<li><strong>Cancel<\/strong> the selected documents.<\/li>\n<li><strong>Multiple deletion<\/strong> of the selected ones.<\/li>\n<\/ul>\n<p>Multiple actions follow the same rules as single ones: whatever is not allowed (e.g. a document that has been sent) is <strong>skipped<\/strong> and reported in the message shown afterwards.<\/p>\n<h2 id=\"rights\">Permissions<\/h2>\n<p>Access is set from the <a href=\"\/wp\/en\/knowledge-base\/main-settings-en\/#tool-menu\">Tool Menu<\/a>. Viewing the page is a right of the tool, and its actions have separate rights: <strong>export<\/strong>, <strong>cancel<\/strong> (the save right) and <strong>delete<\/strong>. If a user lacks a right, the matching icon or option does not appear. Every cancellation, deletion and export is recorded in the <a href=\"\/wp\/en\/knowledge-base\/main-settings-en\/#user-log\">User Logs<\/a> with the user\u2019s name.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The POS documents list: receipts, invoices, credit notes and delivery notes, filters, status, reprinting as a copy, cancelling, deleting and export.<\/p>\n","protected":false},"featured_media":0,"menu_order":0,"template":"","kb_section":[146],"class_list":["post-974","knowledge_base","type-knowledge_base","status-publish","hentry","kb_section-pos-en"],"_links":{"self":[{"href":"https:\/\/anima-ppd.com\/wp\/wp-json\/wp\/v2\/knowledge_base\/974","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/anima-ppd.com\/wp\/wp-json\/wp\/v2\/knowledge_base"}],"about":[{"href":"https:\/\/anima-ppd.com\/wp\/wp-json\/wp\/v2\/types\/knowledge_base"}],"wp:attachment":[{"href":"https:\/\/anima-ppd.com\/wp\/wp-json\/wp\/v2\/media?parent=974"}],"wp:term":[{"taxonomy":"kb_section","embeddable":true,"href":"https:\/\/anima-ppd.com\/wp\/wp-json\/wp\/v2\/kb_section?post=974"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}