Two things help when paperwork does not go to plan. A draft keeps a supplier bill, a stock adjustment or an expense on the store PC to finish later: nothing in it is posted, so stock, the books and the supplier's account do not change. A same-day void takes back a bill, consignment receipt, adjustment or expense that was posted by mistake, on the day it was posted, as its own entry that reverses it. Both work the way a bill's same-day void works at the till.
Drafts: finish it later
Any of these three forms has Save draft next to its posting button:
- New receipt (a supplier's bill and the goods), next to Post receipt;
- the stock adjustment form, next to Post adjustment;
- the expense form, next to Record expense. The amount may still be empty, for example when the electricity bill has not come yet.
Save draft keeps everything on the form: the supplier, their bill number, every line with its unit, quantity, free copies, cost and discount, what was paid, the reason or the payee. The draft is kept by the store server, not on the PC you are sitting at, so it is still there if BooksPOS is closed, the PC restarts or someone finishes it from another PC.
Drafts are listed where the documents are:
- Purchases › Drafts and, on New receipt, the Drafts card above Recent receipts;
- Stock adjustments › Drafts;
- Expenses › Drafts.
Each draft shows what it is, how many lines it has, the amount so far, and who saved it and when ("Demo Owner, 28-09-2026 10:58"). Open puts it back on its form; Delete removes it after you confirm. Deleting a draft changes nothing else, because nothing was posted from it.
Posting a draft
Open the draft, check it, and choose the usual button: Post receipt, Post adjustment or Record expense. The posting is exactly the ordinary one, with the same checks, and the draft goes away in the same step: either the document is posted and the draft is gone, or nothing is posted and the draft stays as it was.
A draft remembers what its items, units and supplier looked like when it was saved. If one of them changed since, the form says so in a line above the items, for example "Changed since it was saved: 'Ball pen blue': one Box of 12 now holds 10 PCS, not 12 as when the draft was saved; check the quantity." Posting is refused until you check those lines and save the draft again (or take the line off the bill). What is checked:
- an item marked discontinued, or no longer in the catalogue;
- a unit removed, no longer bought (for a bill), or holding a different number of pieces;
- the supplier deactivated.
Other changes, such as a new price, do not matter to a draft.
If two people open the same draft, the one who saves or posts second is told "(name) saved this draft again at 11:05 after you opened it. Open it again to see their changes." If a draft was posted or deleted on another PC while you had it open, BooksPOS says it is no longer on the store server; check Purchases first, and if the bill is not there, Post receipt again enters it as a new bill.
Who sees which drafts
Whoever may post a document may keep drafts of it: owners, managers and warehouse staff for bills and adjustments, owners, managers and accountants for expenses. Owners and managers see and finish everyone's drafts; everyone else sees only their own. Cashiers keep no drafts.
Same-day voids
An owner or manager can void these on the day they were posted:
| Document | Where | Button |
|---|---|---|
| A supplier bill | Purchases, the bill's page | Void this bill |
| A consignment receipt | Suppliers, the supplier's Consignments tab | Void on the receipt |
| A stock adjustment | Stock adjustments, the adjustment's page | Void this adjustment |
| An expense | Expenses, on its row | Void |
- Choose the button and type the Reason, for example entered against the wrong supplier. A reason is required and is kept with the document.
- BooksPOS says what will happen, for example "Every copy it brought in goes back out of stock… Rs 2,000.00 comes off what the shop owes Demo Stationery Distributors." Choose Void the bill (or Void the adjustment, Void the expense, Void the receipt).
The document is not edited or deleted. It stays on its list and its page marked VOIDED, with who voided it, when and why, and the void is a new entry that reverses it:
- Stock goes back exactly as before: copies a bill or adjustment brought in go back out at the value they came in with; copies an adjustment took out come back; copies marked damaged are sellable again.
- The books: the document's journal entry is reversed line by line, under the same number with -V (for example MAIN-P000004-V).
- A supplier bill: what the shop owed them comes off; what was paid From advance goes back onto the advance; cash paid with it comes back into a drawer; bank, card and wallet payments are reversed in the books, so get that money back the same way. A delivery against a purchase order is due on the order again. Payments made to the supplier since stay on their account and settle their other bills.
- An expense leaves the expenses and the profit for the day; cash comes back into a drawer.
- A consignment receipt: the consignor's copies go back out, and its lots are removed as if they never arrived. Nothing was owed for them, so the supplier's account does not change.
Voided documents count in no total: not on Purchases, Stock adjustments or Expenses, not in the purchase reports, and not in the stock in and out report. The same supplier bill number can then be entered again, correctly.
When a void is refused
- Not today. "Only today's documents can be voided; MAIN-P000002 is of 26-09-2026." Later corrections are a publisher return, a new adjustment, or a new entry.
- The copies are no longer all here. "MAIN-P000001 cannot be voided: not all the copies the bill brought in are still here: 'Reader 3 (2026)' (7 of 10 left)." Send what is left back on Publisher returns instead.
- Copies went out since. If any copy of that title left the same place after the bill or adjustment was posted (sold, moved, sent back or adjusted), it left at an average cost that included it, so it cannot be taken back out exactly. The refusal names the items.
- A consignment receipt whose copies were sold, kept or sent back. Settle the rest with Consignment › Send back.
- Cash and a closed shift. Cash paid with a bill or an expense comes back into its own shift's drawer while that shift is open, otherwise into this counter's open shift. With neither open: "Open a shift on this counter to take the cash into its drawer."
- Cash to or from the bank is not an expense and is not voided; record the opposite movement.
A void is sent once even if the answer is lost: choosing the button again with the same reason sends the same request, and the store server answers with the voided document instead of voiding twice. Voids are in the audit log (Supplier bill voided, Stock adjustment voided, Expense voided, Consignment receipt voided) and go to BooksPOS Cloud with the rest of the day's records.
Common questions
Does a draft hold stock or reserve anything?
No. A draft posts nothing: no stock, no money, no entry in the books. The copies are counted only when the bill is posted.
Can a cashier void an expense or a bill?
No. Voids need the owner's or a manager's own permission (Void a supplier bill or consignment receipt the same day, Void a stock adjustment the same day, Void an expense the same day on the Roles page). Accountants and warehouse staff cannot void either.
We noticed a wrong bill the next morning. What now?
The same-day void is over. Send the goods back on Publisher returns and record the supplier's credit note, or correct the quantity with a stock adjustment. See Publisher returns and credit notes.
Why was the void of our opening stock refused?
Because copies of those titles were sold after it was posted. Correct the extra quantity with a Lost or written off adjustment instead, with a reason such as opening stock entered twice.
Is a voided bill still on the supplier's statement?
Yes. The statement keeps both lines, the bill (marked voided) and its void, and they cancel out in the balance. See Supplier payments and advances.
Related guides
Last updated 28 September 2026. Still stuck? Contact us.