Proposal / Invoice Order uses a colored indicator (red/green) to tell you whether or not you need to refresh the Saved Documents and Stock Items lists in a multi-user environment. If the indicator is red, that means that another user has either added a new item or made a change to an existing one, and the change does not show on your display yet.
It is not necessary to refresh before creating a new document - the program will get the correct next number even if your display is not current.
Also note that you can hit the refresh button whenever you want, even if the indicator is green.
You would certainly want the indicator green before making any reports.
The purpose of this is simply to eliminate unnecessary refreshing (and thus speed up operation) in a multi-user environment.