Document basics

Assets are not edited directly. Every change is recorded as a document, which is approved before it takes effect. That is what makes the asset register trustworthy: nothing changes without a record of who asked for it and who agreed.

All seven transaction types work the same way. This chapter is the one that explains it; the individual chapters cover only what is specific to them.

Document	Chapter
Asset Addition	Asset addition
Asset Changes	Asset changes
Asset Movement	Asset movement
Asset Disposal	Asset disposal
Reverse Disposal	Reverse disposal
Stock Opname	Stock Opname
Asset Capitalization	Asset capitalization

The shape of a document

Every document has a header and a list of assets, plus two optional tabs.

Part	What it is
Header	What this document is about — its title, dates, and the context that applies to all its assets
Asset List	The assets this document acts on
Carbon Copy	People who should be told when it completes
Attachment	Supporting files

The header is filled in first because it often decides what can go in the asset list. On a movement document, the destination is on the header and applies to every asset in it — so one document moves things to one place. Two destinations means two documents.

Document numbers

Fisetra assigns the number when you create the document, using your company's numbering configuration. You do not type it, and it does not change afterwards. See Company configuration.

The statuses

Status	What it means	Can you still edit it?
DRAFT	Being prepared	Yes
PENDING	Waiting for approval	No
APPROVED	Approved and applied to the asset register	No
VOID	Cancelled before it was ever submitted	No

Stock Opname adds one more, COMPLETE, for the field-counting stage. See Stock Opname.

Creating and submitting

1. Create the document and fill the header
2. Add the assets it applies to
3. Attach files and add Carbon Copy recipients if needed
4. Submit with Document Confirmation
5. Wait for approval

1. Open the document type from the Transaction menu and select the create button.
2. Fill in the header. Save it — the number is generated and the document is DRAFT.
3. Add assets on the Asset List tab. Most types offer one-by-one selection and a bulk option.
4. Optionally add Attachment files and Carbon Copy recipients.
5. Select Document Confirmation in the toolbar, confirm, and the document becomes PENDING.

Approvers are notified by email. From here it is out of your hands until someone acts — see Approvals.

INFO

If no approval flow is configured for this document type, submitting approves it immediately. That is intended, but it means an unconfigured flow silently removes the control. Administrators should check Approvals during setup.

When a document is rejected

This is the part that surprises people most.

A rejected document comes back to you as a DRAFT. There is no "rejected" state sitting in your list. Fisetra returns the document to you, editable, so you can deal with whatever the approver raised.

1. You receive the rejection with the approver's reason
2. The document is a DRAFT again and you can edit it
3. Fix what was raised
4. Select Confirm Fix to send it back for approval

The toolbar button is Confirm Fix, not the ordinary submit button, and it appears only for the person who created the document. Selecting it opens the Document Fix Confirmation Form, where you say what you changed, and the document returns to PENDING.

Read the rejection reason before editing — it is recorded in the document's log, along with who wrote it and when.

Voiding a document

Void cancels a document you no longer want.

WARNING

Only a DRAFT can be voided. Once a document is PENDING you cannot cancel it yourself — ask an approver to reject it, which returns it to you as a draft, and then void it.

Voiding needs the void capability for that document type, and it is final. Nothing on the asset register is touched — a voided document never applied anything.

Carbon Copy

Carbon Copy notifies people when the document completes. They are not approvers and cannot approve or reject; they are simply told the outcome. Use it for the people who need to know but do not need to decide — finance, the receiving department, a manager.

Add them by email address on the Carbon Copy tab before submitting.

Attachments

The Attachment tab holds evidence for this document: a signed handover note, a photo of a damaged item, a disposal authorisation.

Your administrator can make attachments mandatory per document type, and set how many files and how large. If the submit action complains about attachments, that is the rule — see Company configuration.

Document attachments are separate from asset attachments. A document's files stay with the document as evidence; an asset's files stay with the asset. See Managing assets.

The log

Log in the toolbar shows the document's approval history: every approval and rejection, who acted, when, and any message they left. It is written by the system and cannot be edited.

What happens after approval

On approval Fisetra writes the change to the asset register — the exact effect depends on the document type and is described in each chapter. Carbon Copy recipients are notified, and each affected asset gets a history entry pointing back at this document.

That last part is what makes the whole design worthwhile: from any asset you can see every change, and from every change you can see who approved it.

Common problems

Problem	Why	What to do
Cannot submit	Required header fields are empty, no assets added, or a required attachment is missing	Check the header, the asset list, and your company's transaction rules
Void does nothing	The document is not a DRAFT	Ask an approver to reject it first
No Confirm Fix button	You are not the document's creator, or it was not rejected	Only the creator can resubmit
An asset cannot be added	It does not match the header, or another document has it locked	Check the header; check for an active Stock Opname
Approved but the asset is unchanged	Looking at the wrong asset, or the change was subtler than expected	Check the asset's History tab
Document type missing from the menu	Your role does not include its view capability	Ask your administrator