Printing and Sharing Documents

Beelocity can produce a PDF of every document that you send to a client or a supplier. That covers invoices, credit notes, quotations, purchase orders and delivery notes. You email the PDF, print it on plain paper with no letterhead, stamp it and file it.

This page is for anyone who sends documents out, in sales, in purchasing or in the accounts department.

Before you start: fill in your organization profile

A printed document carries your company’s legal identity, and Beelocity does not guess it. Click your organization’s name at the foot of the sidebar and choose All organizations. Click your organization’s code, and open the Organization Profile tab (every field explained). Fill in at least these fields:

• your legal name and address
• your NIF (tax identification number) and RC (commercial register number), and your AI and NIS if you have them
• a phone number or an email address

If the organization has no profile yet, the print item shows a message that says so. It does not produce a document with a blank letterhead.

After you save a profile, Beelocity prints what the profile holds, and it does not check each field. So check them yourself. A client’s accounts department sends back an invoice with no NIF.

Make the documents yours

You set the look of your documents under Settings → Document Settings, with a preview. See Branding Your Documents. Every document type shares one logo. You set the rest for each document type:

• an accent colour
• the paper size and the margins
• extra columns
• a header line and a footer line
• standing payment terms
• the wording of any label

None of it changes a copy that Beelocity has already stored.

Print a document

1. Open the document. For example, open Sales → Invoices and click the invoice number.
2. Open More actions, the three dots at the top of the page.
3. Choose the print item, which names the document: Print invoice, Print quotation or Print payslip.

You do not pick a language. Beelocity writes the document in the language of its client or supplier, or else in your organization’s language (how Beelocity decides).

The PDF opens in a new tab, where you can read it, print it or save it. If your browser blocks the new tab, the file downloads instead, under the document’s own name, and Beelocity tells you so. If the tab opens normally, you get no download and no warning.

The file takes the document’s name, such as INV-2026-000078.pdf, so a folder of PDFs stays easy to read.

Download a document — the copy that is kept

In the same menu, each print item has a download item below it, such as Download invoice under Print invoice. The difference matters:

• Print produces the document for you to look at, from what the record holds today. Beelocity keeps nothing. When you close the tab, the file is gone.
• Download produces the document, stores it and downloads that stored copy.

After a document is sent, shipped or issued, nothing changes its stored copy. If you download it next week, you get the same file, byte for byte. A later payment does not change it. A new phone number on your letterhead does not change it, and neither does a new language on the partner. An issued document has one copy, in one language.

Print does not read that copy. On a sent document, it shows today’s data, so it can differ from the file that your client holds.

Use Download for anything that you send or file. The stored copy never changes. So the version that you emailed, the version that you filed and the version that a colleague downloads later are one file. Nobody has to ask which copy went out.

The file arrives through a new browser tab, which closes itself when the download starts. So you stay on the page that you were on. If the storage service refuses the link, for example because it has expired, that tab shows the refusal instead of a file. Close the tab and choose the download again. Beelocity makes a new link each time you choose it.

Two details are worth knowing:

• Downloading a sent document twice does not create two copies. Beelocity gives you the copy that it already keeps. A draft works the same way within one day. On another day, a download of a draft stores a new copy.
• The download link itself expires after a few minutes. It points straight at the stored file and works without a sign-in. That gives you time to click, but it is too short to be worth forwarding. When it expires, download again. You get a new link to the same stored file.

Sending an invoice keeps its PDF automatically

To record that the client has the invoice, click Sent, the next step on the road at the top of its page, and confirm. The invoice moves from Draft to Sent. Beelocity then produces and stores its PDF in the background, so nobody has to click Download. Within a few seconds, the stored copy exists, and every later download of that invoice gives you that copy.

That stored copy is frozen. You can fix a typo in your organization profile, rename a product, record a payment or change anything else. None of it rewrites a document that you already sent, and Download invoice keeps giving you the same copy.

A correction is a new document: a credit note against the invoice, or a revised quotation or purchase order with its own number. While a document is still a draft, nothing is frozen, and each download shows it as it is now.

Download many at once

On the invoices list, tick the invoices that you want and click Download PDFs. A dialog queues them and shows the progress as Beelocity produces each one. A typical batch takes seconds. Each finished invoice then gets its own Download button.

If you close the dialog early, you lose nothing. Beelocity carries on, and each invoice’s stored copy is there the next time you download it.

If an invoice in the batch fails, the dialog marks that document Failed, and the rest of the batch is not affected. The most common cause is an organization profile that is not filled in. Point at Failed to read why, in the language that you use Beelocity in. It can be the missing profile, characters that a font cannot show, or a printing service to try again in a moment.

The language a document is written in

Each document is written in one language: English, French or Arabic. That language changes more than the headings:

• The labels change: “Invoice” becomes “Facture” or “فاتورة”.
• The dates change: 25 March 2026 becomes 25 mars 2026.
• The numbers change: 595,000.00 becomes 595 000,00.
• The amount in words under the totals changes.
• The country in the address blocks changes: Algeria becomes Algérie or الجزائر.

The language does not change your own words, and that matters just as much. Line descriptions, product and partner names, payment-term names and everything else that you typed print exactly as you wrote them. They stay in the language that you wrote them in. An Arabic invoice for an Arabic-reading client translates the frame around your text, and never the text itself. A line that says Ciment gris 42,5 says Ciment gris 42,5 on the Arabic invoice too. If a client should read your descriptions in their own language, write them in that language on the document.

Take care when you type Arabic descriptions. Arabic runs right to left, so a bare numeric range inside Arabic text can print with its ends swapped. An example is 0-16 in a product called a 0-16 bar gauge. Write the range in words, من 0 إلى 16 (from 0 to 16), and it reads correctly everywhere.

On a document in dinars, Beelocity writes the whole amount in words. On a French document, it reads “Cinq-cent-quatre-vingt-quinze-mille dinars algériens”. In another currency, Beelocity does not invent words for money that it does not know. It writes the whole units in words and names the currency by its code. It writes the small change as a fraction, as a cheque does: “One hundred USD and 50/100”.

Beelocity produces documents with four bundled typefaces, which cover Latin, French and Arabic text. They do not cover emoji, Chinese or Japanese characters or unusual symbols. If a description, a partner name or a custom block holds one, printing stops with a message that quotes the characters to replace. Your screen shows them because your browser has fonts that the printing service does not have, on purpose.

Nothing on your screen changes. The language belongs to the document that you send, and not to the person who sends it.

Two things that look wrong and are not

A French document shows 1 234,56 DA even on a computer set to English. This is on purpose. The figures on a document follow the language of the document, and not the laptop that produced it. Otherwise, the same invoice would print differently in your office and in your accountant’s, and the two copies would not match.

An Arabic document does not have the typewriter spacing of the English and French ones. Arabic script is cursive. The letters join, and a fixed grid breaks the joins and makes the text hard to read. So Beelocity sets Arabic text in a font chosen to be easy to read. The numbers, references and product codes keep the same typewriter font as the other two languages. The boxes, the lines, the columns and the totals are the same. The layout is only mirrored, because Arabic reads right to left.

How the language is decided

Nobody chooses the language when printing. Every print and every download, sending an invoice and Download PDFs on a list all take the same answer, in this order:

1. The partner’s own Document language, on the partner page under Contact information.
2. Otherwise, your organization’s Default document language, on the Organization Profile tab.
3. Otherwise, the organization’s working language, chosen when it was created.
4. If none of these gives a language, English.

A document with no partner, such as a payslip, starts at step 2.

The language that you read Beelocity in plays no part. If two colleagues print the same invoice, one reading the screens in English and one in Arabic, they print the same document. A client in Marseille with French on their partner record receives a French invoice from an Arabic-speaking clerk.

For a copy in another language, change the partner’s Document language first, then print. The stored copy of a document already sent keeps the language that it was sent in.

What appears on each document

Each document prints what it is evidence of, and leaves out the rest on purpose.

A delivery note never carries prices. Prices would give your commercial terms to whoever receives the pallet.

“Where to” on a delivery note is the address chosen on the note itself. If none is chosen, it is the client’s shipping address. The client block above it always shows the client’s billing address, the same one that the invoice carries. So a client whose only address is the billing one gets a note with no separate Deliver to block. The goods go to the address already on the page.

Print a customer statement

A statement is the one document that you do not print from a record of its own, because it covers a period.

1. Open the client under Business Partners → Partners.
2. Open More actions and choose Print statement.
3. Check the period in From and To. The dialog opens on the current month to date.
4. Click Print.

The PDF opens in a new tab, as every other print does, in the client’s language. The action appears on clients only, for anyone who may print documents.

What a customer statement adds up

A statement covers one client and one period. It lists every invoice as it was raised, and each reduction against it as its own dated line:

• the credit notes
• the payments
• any discount granted on an invoice, as Settlement discount, because a receipt that settles an invoice is not always for the full amount
• any balance that the cashier wrote off, as Written off
• any refund paid out against a credit note, as Refund, with whatever remained of that note and was written off on the refund

So the closing balance is what the client really owes, and not the cash alone. It is the same figure as the amounts due on the open invoices, less any credit that the client has not used yet.

The ageing table at the bottom stands at the end of the period, and not at the day you print. A March statement reprinted in June still ages the invoices as they stood on 31 March. Cash that you received but have not allocated to an invoice appears as a credit in the Not yet due column. Credit notes not yet applied appear there too. So the five columns always add up to the closing balance.

A statement is always in one currency: your organization’s default. If your organization has no default, the statement uses the one currency of the client’s documents. The dialog asks for the period only, so you cannot choose a currency there.

Suppose a client holds invoices in both dinars and euros. Beelocity does not add the two into one balance, and it does not quietly leave the euro invoices out. It refuses to produce the statement, and it names the currencies. Beelocity also refuses if all of the client’s documents are in a currency other than your default.

The date on the document

Each document prints its own date, and printing it again does not change that date. An invoice prints its invoice date, a quotation its quotation date and a delivery note its delivery date. A statement prints the last day of its period.

An employment attestation, a work certificate, a final pay statement and a register print the day that you print them. Beelocity reads that day in your organization’s time zone, which is the Timezone on the Organization Profile tab. So a certificate printed at half past midnight in Algiers shows the new day. A server clock set to UTC would print yesterday’s date. Pick a region zone such as Africa/Algiers.

Who can print

Printing needs two things: the right to open the record on screen, and the document permission, which is separate. The printed form carries your legal identifiers and the bank account that your clients pay into. So someone who may look at an invoice cannot automatically send its letterhead outside the company. The other way round, the document permission never opens a record that you could not otherwise see. Purchasing staff print purchase orders under the same permission that sales staff use to print invoices.

Downloading needs the stronger produce documents permission, because it stores the document of record. The same permission queues a batch. If you may print but not download, you see the print item alone. If you cannot find the action on a document that you can open, ask the owner of your organization to grant the permission.

If something goes wrong