Docs
Draft and Submit: the most important rule in Pashkateb
A draft does nothing. Submitting does everything. This one rule explains most questions new users have.
What is the difference between Draft and Submitted?
A Draft invoice is recorded but has no effect on the system. A Submitted invoice does everything: stock moves, the journal entry posts, and the customer balance updates. Submitting cannot be undone.
The rule in one line
A draft does nothing. Submitting does everything.
Most questions new users have — "why has stock not gone down?", "why is the invoice not in my reports?", "why is the customer balance unchanged?" — all have the same answer: the invoice is still a draft.
The comparison in detail
| Draft | Submitted | |
|---|---|---|
| The invoice exists in the list | ✅ | ✅ |
| You can edit it | ✅ | ❌ |
| You can delete it | ✅ | ❌ |
| Stock moves | ❌ | ✅ |
| Stock ledger row written | ❌ | ✅ |
| Journal entry posted | ❌ | ✅ |
| Customer/supplier balance updated | ❌ | ✅ |
| Credit limit checked | ❌ | ✅ |
| Average cost recalculated (purchases) | ❌ | ✅ |
| Appears in reports | ❌ | ✅ |
Submitting happens all at once
When you submit, the system performs every step in one transaction: either all of it happens or none of it does.
So if the credit-limit check blocks the submit, stock did not move and no journal entry was written. There is no half-done state.
Three ways to submit
- At creation — choose the Submitted status while creating the invoice.
- While editing — open the draft, change the status to Submitted, and save.
- From the Submit button — on the invoices screen, click Submit on the row.
All three do exactly the same thing.
Submitting is final
Before you confirm, the system asks you and states plainly that the action cannot be undone. There is no unsubmit button.
If you made a mistake on a submitted invoice, the only correct route is a return invoice linked to the original. The system tracks returned quantities and will not let you return more than was sold.
What has no draft stage
Draft and Submit exist on sales and purchase invoices only. These screens take effect the moment you save:
| Screen | What it does immediately |
|---|---|
| Stock adjustments | Moves stock and posts a journal entry |
| Warehouse transfers | Moves stock between two warehouses (no journal entry) |
| Payments | Records the payment, updates the invoice and balance, posts an entry |
| Journal entries | Post straight away |
So on those screens, saving is committing. Check carefully before you save.
Online store orders
A storefront order automatically creates a Draft sales invoice. That invoice stays a draft until you click Fulfill order — at which point it is submitted and stock moves.
That is why you can have a paid order whose stock has not moved yet. Fulfilling orders is what closes the loop.
Frequently Asked Questions
Does a draft affect anything at all?
No. A draft invoice is recorded and appears on the invoices screen, but it has no effect: no stock movement, no journal entry, the customer balance is unchanged, and financial and stock reports do not see it.
Can I move a submitted invoice back to draft?
No. There is no unsubmit in the system, and you are warned about this before confirming. If you need to reverse a submitted invoice, create a return invoice linked to it.
Why use drafts at all?
So you can prepare invoices without disturbing your numbers. You can record orders as drafts all day, review them at the end, and submit the ones you are sure about. Nothing moves until you decide.
Does this apply on every screen?
No. Draft and Submit exist on sales and purchase invoices only. Stock adjustments, warehouse transfers, payments and journal entries all take effect immediately when saved, with no draft stage.
Related Links
Use Pashkateb with Your Real Workflow
Start the free trial or move to the most relevant landing page for your workflow, then apply what you read using your own invoices, stock, and reports.