FAQ: Platform Concepts

FAQ: Platform Concepts

Can I move a document from one product to another?

No. Each document belongs to one product within one constellation. If you created an invoice in the pharmacy product, it stays in the pharmacy. You cannot transfer it to the hospital product.

If you need to undo a document, you can delete it (if it's in Draft status) or refund/credit it (if it's already published). Then create a new document in the correct product.

What happens to my data if I switch constellations?

Your user account remains the same, but the data you see changes completely. When you log into a different constellation, you are looking at a completely separate set of accounts, contacts, inventory, and documents. The two constellations' data is never mixed.

This is intentional: it ensures that confidential business data in one constellation is never visible to users in another.

Can a user have access to multiple products at the same time?

Yes. If your account is granted permission to access both the pharmacy and hospital products, you can switch between them using the product menu at the top of the Usystems interface. However, you are always viewing and editing data in one product at a time.

If I create a Draft invoice and don't publish it, does it affect my balance sheet?

No. Draft documents do not post journal entries and do not appear in any financial reports. A Draft invoice is a work-in-progress and only affects your accounts once it is published (moved to Unpaid status).

What's the difference between "Partial" and "Unpaid" status?

• Unpaid: The customer (or vendor) has not paid any part of the invoice (or bill).
• Partial: The customer (or vendor) has paid some of the invoice, but the full amount is not yet settled. The unpaid balance remains outstanding.

Both statuses indicate that money is still owed. The difference matters for cash flow analysis and aging reports.

Can I change a document's status manually, or does it change automatically?

Most status transitions happen when you take an action. For example:

• Draft → Unpaid: You click "Publish" or "Confirm" on the document.
• Unpaid → Partial or Paid: You record a payment against the document via the Payments page.

You cannot arbitrarily change a document's status; the system enforces the correct sequence and validates that payments match the amounts claimed.

If I delete a Draft document, will it leave orphaned journal entries?

No. Draft documents never post journal entries in the first place, so deleting one leaves no orphaned entries. You can safely discard a Draft document.

If a document is already published (Unpaid or higher status) and you want to reverse it, you should use the refund or credit feature rather than deleting it. This ensures the reversal is properly recorded in the journal.

Can I use the same chart of accounts across multiple products?

Not exactly. Each product has its own instance of the chart of accounts, even if the structure is similar. This ensures that the balance sheet, profit & loss, and other reports for each product are independent and accurate.

However, if your constellation spans multiple products, they typically share the same account numbering scheme and naming conventions for consistency.

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