Validate an invoice or a quote
Validation turns a draft into an official document: CAPPS assigns its final number and archives it. Once validated, the document can no longer be edited.
Steps
Open the draft from Sales Management (Edit action on the row).
Check the customer, date, lines and totals in the preview.
If the AUTO SEND badge is shown, choose whether the document should be emailed to the customer as soon as it is validated: click it to switch to SENDING CANCELLED, or click it again to turn sending back on.
Click Validate document *.
In the “Validate this document?” window (or “Validate and send this document?” with the Recipient if automatic sending is on), click Validate or Validate and send.
A message confirms the operation, for example “Invoice … validated and archived.”. The document then opens in view mode.
After validation
- The final number replaces the provisional reference and the status changes to Validated (invoice, order) or Validated (quote, credit note).
- The PDF no longer shows the “DRAFT” label.
- At the bottom of the screen, the buttons become Send email to customer and Document board.
- A validated invoice can receive a payment: see Collect a customer payment.
Checks before validation
CAPPS checks the document before validating it. Errors appear under the form and in a message. Fix them, then validate again. The most common checks:
| Situation | What CAPPS shows |
|---|---|
| No line entered | “Add at least one line before validating.” |
| Incomplete customer information | “Required client fields: …” with the list of fields |
| Deactivated customer | Validation refused: reactivate the customer from their record or choose another customer |
| Net amount due zero or negative (invoice, quote, order) | Validate document * stays grayed out. Hover over it to see the reason |
| Credit note without a reason | “Choose the credit note reason before validating it.” |
| Other entry error | “The document contains errors: fix them before validating.” |
Date rules
- An invoice or a credit note is dated on its issue date: a date after today is refused.
- An invoice or a credit note cannot be dated before the last validated document of the same type: numbering must stay chronological.
- An invoice or a credit note dated in a locked period or outside an open fiscal year is refused.
- A quote, an order or a delivery note can be dated up to 30 days after today.
- A date before today does not block validation: CAPPS only shows a warning.
For an invoice or a credit note addressed to a business customer in Morocco, the customer's ICE must be filled in and in the right format. If your company requires it, the IF and the trade register number are also checked. Complete the customer record, then validate again.
A validated document can no longer be edited or deleted. To correct a validated invoice, issue a credit note: see Correct a validated invoice with a credit note.
The AUTO-SEND: NO EMAIL badge means that the customer has no email address: add one to the customer record to allow automatic sending.
The format of the final number depends on your branch settings: see Number your documents.