--- title: "How to create or cancel a sales and purchase document?" slug: "1602862828" updated: 2026-07-30T07:46:59Z published: 2026-07-30T07:54:25Z canonical: "help.ila.cegid.com/1602862828" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.ila.cegid.com/llms.txt > Use this file to discover all available pages before exploring further. # How to create or cancel a sales and purchase document? - [x] PT - [x] ES - [x] AO - [x] CV - [x] MZ - [x] ST - [x] GW - [x] Professional - [x] Executive - [ ] Public Sector - [ ] Omnia - [ ] Evolution --- The sales and purchase documents are crucial in an organization's commercial flow. In this sense, the ERP offers a **set of features** that allows to create purchase/sales documents, documents with special schemes and drafts. To control document creation, it's possible to search them on the system, as well as cancel them. --- ## Create documents To create a sales document, follow these steps: 1. Create the necessary series; **Note**: With the approval of the Software Certification in the Portuguese market, all documents of the financial and stock/trans. Types now need to be signed and it is necessary to create specific series; 2. Configure the document types; 3. Configure the entities **Clients** and **Other Debtors**; 4. Access **Marketing & Sales | Sales | Documents**; 5. Specify the type of document and the corresponding series; 6. Specify the **Entity**. It is possible to check the entity's commercial and tax names in the entities list. However, the name to be indicated in the sales documents shall be the tax name; **Note:** In the cases where the invoicing entity is different from the main entity, the entity may be changed in the **Invoice** tab. We would like to point out that in the sales documents posted within the terms of the article 40 of the CIVA and delivered to customers who do not provide their Tax ID. No. (final consumers/one-time customer), the corresponding line is disabled by a dashed line; 7. The field **Your Ref.** specify the Client document reference. In case it is filled, in the Current Accounts editor, this field's information will be available in the "Doc. No."; 8. Specify the items to be included in the document; 9. Finally, click **Save**. If there is a link to Accounting and/or Cash Management, a window is presented where you can specify, in the case of the Accounting, the accounts where the transactions will be posted and in the case of the Cash Management, the document types being generated. The application offers in this sales editor, the country for the selected entity. When selecting the entity, the system loads the following information to the editor (defined in the client entity file, for example): - Commercial Name; - Address; - District; - Postal Code; - Country. This information is placed by default in the invoicing entity. By selecting another invoicing entity, the system will load the same type of information related to that entity. The value of these fields, both in the commercial entity and in the invoicing entity, may be changed. > If a sales document series has a Posting with the **Tax Handling** option inactive, then the calculation of VAT is not performed. > In the tab **Observations,** the field **Account. Post.** displays the reference data of the integration into Accounting and it allows to see the respective document where it was posted. Through the drill down option, it is possible to see the document created in Accounting. > > It is possible to apply negative financial discounts in order to generate financial charges in the sales document. --- ## Create documents with special schemes For the secondhand scheme, the **VAT calculation** and the statement values are the ones that correspond to the VAT rate applicable to the **difference** between the purchase value and the sales value for each product. The issued documents with items subject to this scheme must contain the following remarks: - VAT - Secondhand Goods; - VAT - Art objects, collectables and antiques; - Profit margin scheme - Travel agencies. Before creating this type of documents, it is necessary to ensure the item VAT rate scheme to be included on documents of the type **Profit Margin Scheme**. To execute it, follow these steps: **Step 1: Set up rate** 1. Access **[Marketing & Sales / Purchases] | Tax Obligations | Resources | Tables | VAT Rates**; 2. Create or edit a VAT rate; 3. On the scheme chart, select one of the profit margin schemes: - M12 - Profit margin scheme - Travel agencies; - M13 - Profit margin scheme - Secondhand goods; - M14 - Profit margin scheme - Art objects; - M15 - Profit margin scheme - Collectables and antiques; 4. On the field **Scheme,** select one of the schemes: **Margin Scheme (PCM)** or **Margin Scheme (Standard Cost**); 5. Click **Save**. **Step 2: Configure item** 1. Access **[Marketing & Sales / Purchases] | Inventory | Items**; 2. Create or edit an item; 3. On the field  **VAT Rate,** select the VAT rate created or a predefined rate with margin scheme, for example "BS"; 4. Click **Save**. **Step 3: Create sales/purchase document** 1. Access **[Marketing & Sales / Purchases] | [Sales / Purchases] | Document**; 2. Specify the type of document and the corresponding series; 3. Specify the entity; 4. Place the created items on the document; **Note**: It is possible to change the VAT rate on the document row; 5. Click **Save**. --- ## Create documents as a draft Drafts allow to save the inserted information when creating a sales document, without proceeding to the document record effectively. This way, when saving a document as a draft, all the inserted information will be saved **without executing any transaction** (for example, quantity reservation, stock movement, record in the Current Accounts or Accounting, among others). The documents saved as drafts can be recovered at any time. Using this feature, you can **change the document and save it again as a draft**. You can save the document effectively, that is, generate a sales document. To carry out these operations, follow these steps: **Create document as a draft** 1. Access **Marketing & Sales | Sales | Documents**; 2. Create or edit a sales document; 3. On the toolbar, on **Drafts**, select the option **Save Draft**. **Edit draft** 1. Access **Marketing & Sales | Sales | Documents**; 2. On the toolbar, on **Drafts**, select the option **Edit Draft;** 3. Select the desired document; 4. Click **Confirm.** By default, this option allows to recover the documents saved as drafts. If you activate the profile option **Draft documents (all Users)**, you can retrieve/edit the documents created by any user as drafts. If you select the option **Print**, the system will save the document **definitively,** that is, it is not possible to print a document on Draft mode. Any sales document recorded as a document cannot be saved as draft. **Remove draft** 1. Access **Marketing & Sales | Sales | Documents**; 2. On the toolbar, on **Drafts**, select the option **Remove Draft;** 3. Select the desired document; 4. Click **Save**. > [!NOTE] > In the case of sales documents configured for Software Certification (when being created, they generate signature), the option to save documents as Drafts allows to change them until the actual document is created. This option is specific for the Portuguese market. --- ## Search documents The ERP PRIMAVERA allows to search already issued sales, purchases and internal documents. These searches can be performed using different criteria, and only the documents that have all criteria met are considered. To search a document, follow these steps: 1. Access **[Marketing & Sales / Purchases] | [Sales / Purchases / General/] | [Documents / Internal Documents ]**; 2. Select the option **Search;** 3. Specify the document types to be searched; 4. Select the documents to be searched; 5. Define the necessary criteria to filter the results; 6. Finally, click **Search**. --- ## Cancel documents On the ERP PRIMAVERA, **it's not possible to cancel sales and purchase documents** without them stop being presented on the system. There are, however, **three ways** of cancelling sales and purchase documents without removing them from the system, by canceling the movements that they created. **Use the Reversal/Credit option from one or more Documents** This option consists in generating a document with contrary nature, allowing to correct the values and postings involved (because they have contrary signs). **Change the Canceled option** This option is **only applicable to non-financial documents in sales and to any type of document in purchases,** allowing the document to stop being considered in the different explorations and operations of the sales and purchase modules. To modify the state to changed, follow these steps: 1. Edit the desired document; 2. On the tab **State,** select the option **Canceled**; 3. Click **Save**. **Cancel documents** This operation allows to cancel the **document** and all **integrations generated by it** (banks, stocks, accounting and current accounts). The document will be marked as canceled and will stop being considered in the different explorations and operations of the sales and purchase module. Printing these documents will add **Canceled** to the corresponding printing reports. To cancel a sales and purchase document, you must ensure that: - It has not been settled manually in Current Accounts; - It is nor in a closed period of the Logistics and Cash Management module (L&T); - It is not a reversal document and hasn't been reversed to another document; - It has not been transformed into another document; - It has not been set up as a base invoicing contract document (only for sales); - It has not been exported to the Equipments and Fixed Assets module (EAP); - It has not been correctly sent using an electronic transaction; - If it has generated a bank movement, it has not been reconciled; - If it has been integrated into accounting, you can only cancel it if the accounting document allows it; - If it has not been exported to SAF-T (in the Portuguese market). To cancel the sales document, you must edit the document being canceled and cancel the document using the option **Cancel** available on the sales editor. > [!WARNING] > In any of the situations presented, the documents are never removed from the database.