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Documents

The Document entity is the fundamental entity in INFast. It represents all the documents generated in INFast (invoices, quotations, etc.). The concept of a document is closely tied to legal and accounting rules regarding invoicing. Therefore, documents have a specific workflow impacting its status and version. A document can have various type and subtype.

Data Format​

Common fields​

The Document object includes all common-fields.

Specific fields​

You can find the detailed format for input and output in the reference.

status​

This is the current state of the document:

  • DRAFT: The document is still modifiable. This is the initial status. PDF exports include a "DRAFT" watermark.
  • VALIDATED: The document has been finalized. It can no longer be modified.
  • CANCELED: The document has been replaced by a new version or marked as canceled.
  • CONVERTED: The document (a quotation) has been converted into an invoice.
  • ACCEPTED: The document (a quotation) has been marked as accepted.
  • REFUSED: The document (a quotation) has been marked as refused.
  • PAID: The document (an invoice) has been entirely paid.

version​

This is the version number of the document. It is a float number automatically incremented each time the document is modified. This versioning scheme is similar to software versioning. The first version will be 1.0, the second 1.1, and so on until the tenth, which will be 2.0.

Each version also contains a reference to the previous and next versions:

  • prevDoc the previous version of the document (if the current document is not the first version),
  • nextDoc the next version of the Document (if the current document is not the last version).

type​

This represents the "family" of the document: INVOICE, QUOTATION or OTHER. This field is a completed by a subtype field specifying the kind of the document.

info

Document of type OTHER are not available for creation from INFast API.

subtype​

This represents the kind of the document. The subtype depends on the type of the document. QUOTATION subtypes:

  • QUOTATION

INVOICE subtypes:

  • INVOICE
  • DEPOSIT
  • CREDIT_NOTE
  • PROFORMA
  • SITUATION (progress invoice)

OTHER subtypes:

  • ORDER_FORM
  • DELIVERY_NOTE
  • CUSTOM: (customized document kind)
info

In fact, there is no different type of quotation, but we kept subtype for consistency.

reference​

This is the unique reference of the document, automatically assigned by the INFast server. This reference cannot be modified or defined at creation. A temporary reference (referenceTemporary) is assigned to the document while waiting for synchronization with the server. This reference cannot be modified or defined at creation.

referenceInternal​

This is an optional internal reference for the user company to identify the document. This reference can be defined by the user (and via the API).

Document workflow​

Through the API, it is not permitted to modify documents (aside from some status changes). However, it is important to understand the impact of INFast users' actions on the status changes of documents.

Let's take a typical example of a user creating a quotation. The client accepts it, and the user generates the final invoice. Then, the user marks the invoice as paid.

  1. The user create a quotation. The document has a DRAFT status and version 1.0.
  2. The user finalizes the quotation. The status changes to VALIDATED.
  3. The user create a new version of the quotation. The new version has a DRAFT status and version 1.1. It also has a prevDoc field pointing to version 1.0 while the version 1.0 has a nextDoc field pointing to the current version. Note that version 1.0 status changed to CANCELED.
  4. The user finalizes the quotation 1.1. The status changes to VALIDATED.
  5. The user marks the quotation as accepted. The status changes to ACCEPTED (version 1.1 only).
  6. The user converts the quotation into an invoice. A new document of type and subtype INVOICE is created in DRAFT status. The quotation status changes to CONVERTED.
  7. The user can create multiple versions of the invoice following the same pattern.
  8. The user adds payments to the invoice. Once the invoice is fully paid, the status changes to PAID.

Credit note invoice​

Credit note (type = INVOICE and subtype = CREDIT_NOTE) can be used as a payment to fully or partially cancel an invoice.

info

Credit notes are not available for creation from INFast API.

Deposit invoice​

Deposit invoices (type = INVOICE and subtype = DEPOSIT) are automatically generated as soon as a quotation with a deposit is accepted. The final invoice will also mention the deposit invoice.

info

It's not possible to manually create a deposit invoice.

To generate a deposit, you have to specify a deposit when creating the quotation:

"deposit": {
  "type": "PERCENT",
  "percent": 10,
  "dueDate": "2024-06-10T12:59:07.444Z"
}

Cancel a deposit invoice​

warning

If you cancel a deposit invoice, you may also need to check the quotation it was created from:

  • If the quotation has been convert into a final invoice, you can cancel the final invoice with a credit note,
  • If the quotation has not been convert to a final invoice, you can cancel the quotation.

Deletion​

For legal and tax reasons, it is not possible to delete any document. Specifically, once an invoice or a quotation has been finalized, it becomes non-modifiable and non-deletable.

info

Only documents with the status DRAFT and version 1.0 can be deleted.