Booking documents
The letters and agreements generated for one booking, such as the allotment letter, together with the receipts of its payments and the letters of its demands, with the button to generate another from a published template and the icons to preview, download, email, void or delete each one.
Booking documents
This tab holds the documents produced for one booking: the allotment letter, agreements and any other letter your organization has a booking template for, plus the receipts generated on the booking's payments and the letters generated on its demands, so the buyer's whole paper trail is in one place. Use it to generate a new booking document, look at or download an existing one, email it to the buyer, or void one that should no longer be used.
Where to find it
Open a booking and choose the Documents tab (the fifth tab). The tab shows with any permission on Generated Documents; the card inside needs the View permission on Generated Documents, and without it the tab is empty.
Before you start
A document can only be generated from a published template for bookings. Templates live under Settings › Documents › Templates. A starter "Allotment letter (standard)" template for bookings is shipped as a draft; publish it (or your own) first.
What you see
The Documents card, with the subtitle "Letters and agreements generated for this booking, with the receipts of its payments and the letters of its demands. Each keeps the template version it was made with." and the grid, ten per page:
| Column | What it shows |
|---|---|
| Number | The document number, with the date and time it was generated underneath. Clicking the number opens the preview. |
| Document | Its title, with "<template> v<n>" underneath, or "Template removed" when the template no longer exists, then "· <record>": the booking, or the payment or demand the document was made on, as a link to it. |
| Format | PDF or Word, with the file size. |
| Status | Generated; Sent with the recipient underneath; or Void with the reason. |
| (icons) | Preview, Download PDF, Download Word, Email, Void, Delete. |
When nothing has been generated the grid reads "No documents generated for this record yet".
What you can do
Generate document
Opens "Generate document for Booking <no>":
- Template: the published booking templates (placeholder "Choose a template…"). When none is published the list reads "No published template for this record type" and the help says "Only published templates can be used. Publish one for this record type under Settings › Documents › Templates." Choosing one shows its kind and number prefix.
- Format: PDF or Word, with "Either format can be downloaded later; this one is stored."
Confirm with Generate (greyed out until a template is chosen). A toast reads "<document no> generated."
- Who: anyone with the Create permission on Generated Documents. In the default roles: Administrator, Finance Lead, Accountant, Sales Manager, Sales Executive, Rehab Officer and Legal & Documentation. Without it the button isn't shown.
The card also has Preview (anyone who can see documents): pick a template and see on screen what Generate would produce for this record, without numbering or keeping anything. Each generated row has a Regenerate icon (the Create permission on Generated Documents) that makes a fresh document from the same template with today's data; the old one stays until you delete or void it. See Generated documents.
Preview, Download PDF, Download Word
Preview opens a dialog titled with the document number and its status badge, showing the rendered document, with Word and PDF download buttons and Close. Download PDF and Download Word save the file straight away in that format.
- Who: anyone who can see the tab.
Opens "Email <no>" with To (placeholder "buyer@example.com, cc@example.com", help "Comma separated addresses."), Subject (prefilled with the document title), Message (a prefilled covering note) and Attach as (PDF or Word). Send stays greyed out until To has an address. A toast reads "Sent to <address>." and the status becomes Sent with the address underneath. If your organization has no outgoing mail set up, the toast reads "Logged (mail is not configured)." instead.
- Who: anyone with the Edit permission on Generated Documents. The icon isn't shown on a void document.
Void
Asks "Void <no>?" with "The document stays on record marked void; its number is not reused." and a text box (placeholder "Reason (optional)"). Confirm with Void. A toast reads "<no> voided."
- Who: anyone with the Edit permission on Generated Documents; the icon isn't shown on a document that is already void, and the app refuses one anyway ("This document is already void").
Delete
Asks "Delete <no>?" with "Only documents that were never sent can be deleted. The number is not reused." Confirm with Delete. A toast reads "<no> deleted."
- Who: anyone with the Delete permission on Generated Documents, and only on a document in status Generated. A sent document is refused ("A sent document cannot be deleted; void it instead").
Statuses
- Generated: produced and stored; can be emailed, voided or deleted.
- Sent: emailed at least once; can be voided but not deleted, so there is always a record of what the buyer received.
- Void: cancelled, kept on record with its number.
Things to know
- Receipts and demand letters are generated on their own records, on the payment and the demand; this tab lists them, and Generate document here makes a booking document only.
- Each document keeps the template version it was made with, so a later change to the template never alters a letter already sent.
- Numbers are never reused, whether a document is voided or deleted; the audit trail stays clean.
- Generating an allotment letter again does not void the earlier one. Void the old letter yourself if it must not be used.
- A workflow rule can send the letter for you. The system rule "Booking created: welcome mail with allotment letter (system)" generates and emails it when a booking is made, but it ships switched off; turn it on under Rules once your template is published.
- There is no upload button here. Uploaded files (a signed agreement, KYC) are not added from this tab.
- Every organization's documents, from every record, are also listed under Settings › Documents › Generated documents.
Related
Related
- Booking overviewScreen
A booking's home page: the applicant and unit, parking, dates, money summary, termsheet status and possession, with the buttons to edit the booking, see its history, jump to the opportunity or cancel it.
- Termsheet & scheduleScreen
The buyer's termsheet: the agreed charges and the installment schedule with GST, the TDS the buyer deducts and what is payable to the developer, plus the actions to issue, accept, sign, reopen or regenerate it and to re-date an installment.
- Document templatesScreen
The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.
- Document templateScreen
The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.
- Generated documentsScreen
The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.
- LetterheadsScreen
Set up the branding wrapped around generated documents: logo, header and footer, page size, orientation, margins and page numbers, for the whole organization or for one project.
- PaymentScreen
One receipt or payout: its details, amounts and allocations, and the actions to clear it, bounce it, cancel it, edit it or delete it.
- DemandScreen
One demand: the installments it bills, its amounts with GST, the expected TDS and what is payable in money, the receipts and TDS credits against it and how the money is placed on the charges, with the actions to edit, issue, cancel or delete it.
- RulesScreen
Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.
- Numbers and series: documents, bookings, demands, payments and vouchersConcept
How NirmaanOne numbers what it creates: generated documents, bookings, demands, demand runs, payments, payout runs and revenue runs take a prefix, the Indian financial year and a five-digit serial (BK-2026-27-00007), while vouchers are numbered on posting from their voucher type's prefix, padded counter and suffix.
- Generated documents: offer letters, cost sheets, void and supersededConcept
A generated document is a numbered, filed rendering of a published template against one record, kept with its merged text, template version and file; offer letters are generated when an offer is issued and supersede the earlier ones, cost sheets print an estimate for the buyer, and a void or superseded document keeps its number and shows a watermark saying what replaced it.
- Generate a document from a recordHow-to
From a booking, demand, opportunity, estimate or offer, pick a published template and a format, generate the numbered document, check it on screen and download it; every document is also listed in the organization-wide Generated documents log.
- Email, void or delete a generated documentHow-to
Send a generated document to the buyer as an attachment, cancel one that is wrong by voiding it (it stays on record with its number), delete one that was never sent, and trace what happened in the audit log.
- Put a starter document template into useHow-to
Review one of the six starter templates that come as drafts, preview it against a real record, publish it, and switch on the system workflow rule that sends it automatically.