When you save a transaction as a Draft in Tyms, it stays out of your financial reports and can still be edited. Once you Publish it, the transaction is linked to your books and immediately reflected in your reports.
Some users may notice that after publishing sales inventory items, they automatically revert back to Draft. This usually happens due to specific conditions.
Why This Happens
1. Backdated Invoices or Receipts
If you backdate an invoice / receipt to a period when the item did not exist in your inventory, the system will not recognize any stock reduction.
Example: You created an item on April 1, 2025, but then try to record a sales invoice dated March 2025. Since the item wasn’t available in March, the invoice will be pushed back to Draft.
2. Exhausted stock before backdated entries
If your stock was already depleted before the date of a backdated invoice / receipt, the system won’t allow it to stay published.
Example: You had 20 units in stock as of April 1, 2025, and they were fully sold by April 30, 2025. If you restock on April 30 but backdate an invoice to April 28, the system sees no available stock on April 28, so the invoice goes back to Draft.
In short, stock quantity must always exist as of the invoice date.
3. Saving Invoices / Receipt in the wrong order
If you publish invoices out of order, starting from the most recent instead of the earliest, the system will roll back the newer ones to Draft.
Why? Inventory-linked sales must follow chronological order to maintain accurate stock movement. If a future-dated transaction is saved before an earlier one, the system detects a conflict and reverts it.
4. Deleting restock records
If you delete an inventory restock record, the available stock for that item decreases.
If the stock is no longer sufficient to cover previously recorded sales, those sales invoices will automatically revert to Draft.
5. Inventory adjustments
Making an inventory adjustment that reduces item quantity as of a past date can also trigger sales records (Invoices / Receipts) to revert.
For example, if you adjust stock downward for April 15, 2025, but you had sales recorded after that date, the system will push those sales back to Draft because the adjusted quantity no longer supports them.
How to Fix It
To prevent invoices from reverting back to drafts:
Avoid backdating invoices to when the item or stock didn’t exist.
Make sure stock is available on the invoice date.
Always publish invoices chronologically from the earliest date to the most recent.
Avoid deleting restock records unless absolutely necessary.
Be cautious when making inventory adjustments that reduce quantities for past dates
Example: If you have 10 draft sales between June 29 to July 3, 2025, publish starting with June 29 and work forward until July 3.
Following these steps ensures your invoices remain published and your inventory stays accurate.
Still Need Help?
If the issue persists after following this guide, please contact support contact@tyms.io or use the in-app chat to speak with a team member.
