Received Order Types
The received order type defines the basic properties of a document, pre-fills selected fields, and helps you distinguish orders by purpose or processing method. Setting up the document type correctly simplifies the creation of received orders and reduces the risk of errors when invoicing them or issuing goods from stock.
You can find received order types in the module Sales → Document Types → Received Order Types.
What the received order type is used for
In ABRA Flexi, a document type has three main functions:
Defines the basic properties of the document
For example, the document series, currency, payment method, or the linked issued invoice type.Groups documents
Helps you distinguish different kinds of orders, for example standard orders, service orders, or orders for a specific type of customer.Pre-fills values when a document is created
Values entered on the document type are carried over to the received order. Users can modify them on a specific document as needed.
💡 Info: Basic document types are preconfigured in Flexi. We recommend adjusting them to match the way your company works.
Creating a new received order type
Open Sales → Document Types → Received Order Types.
Click New or use the keyboard shortcut Alt+N.
Fill in the basic information.
Complete the settings on the individual tabs as needed.
Save the record.
Basic document type information
Field | Description |
Abbreviation | Required field. It can contain up to 20 characters and must be unique. The abbreviation is displayed when you select a document type. |
Name | Required field. It can contain up to 255 characters. The name should clearly describe the purpose of the document type. |
Document series | Defines the numbering series for received orders of this type. If you fill it in, Flexi pre-fills it automatically when an order is created. |
💡 Info: You can use one document series for multiple document types. However, if you need to number orders separately, create a dedicated document series for each type.
Details tab
On the Details tab, you set the values that affect invoicing, shipping, and rounding of orders of this type.
Invoicing
Field | Description |
Invoice automatically | Specifies whether orders of this type should be included in automatic invoicing. |
Invoice in summary | Allows you to invoice an order in summary. The invoice is issued based on the received order, not the delivery note. |
Discount [%] | The discount entered on the document type is carried over to the received order and subsequently to the issued invoice. |
⚠️ Warning: If you use the Invoice in summary option, create the delivery note manually from the received order before invoicing. The delivery note is set to Non-invoiceable so that it is not invoiced separately.
If the final invoice amount should differ from the amount in the order, adjust it directly in the order before invoicing, for example by adding a non-catalog item with a positive or negative value.
Payment and shipping
Field | Description |
Payment method | Pre-fills the payment method, for example bank transfer, cash, cash on delivery, payment card, or offsetting. |
Shipping method | Offers values from the list Tools → Lists → Shipping Methods. |
Shipping and stock issue | Pre-fills the shipping and stock issue method for orders of this type. |
Rounding
Field | Description |
Rounding method | Specifies how rounding should be reflected in VAT. |
Total (method) | Specifies how the total amount of the document is rounded. |
Total (precision) | Specifies the rounding precision of the total amount of the document. |
VAT correction | Marks the document type as intended for correction/balancing items on the VAT document. |
For the rounding method, you can choose:
to base and VAT – the rounding takes the VAT rate from the document,
to 0 rate – the rounding will be in the 0% VAT rate,
individually – allows custom rounding settings.
Accounting tab
On the Accounting tab, you set the data that should be carried over to the received order and subsequent documents.
Field | Description |
Issued invoice type | Specifies which issued invoice type is used when the order is invoiced. Values are offered from the Sales → Issued Invoice Types agenda. |
Delivery note type | Specifies the stock document type for issuing goods. Values are offered from the Goods → Stock Document Types agenda. |
Cost center | Pre-fills the cost center in the order. |
Activity | Pre-fills the activity in the order on the Document Specification tab. |
Currency | Specifies the order currency. The default currency is preset according to the company settings. |
VAT country | Specifies the VAT country for documents of this type. Values are offered from the list Tools → Lists → Countries. |
Prefer on documents | Affects whether the given country should be offered or pre-filled as the VAT country on documents with priority. |
💡 Info: Data set on the received order type is carried over to the issued invoice when it is created. It takes precedence over the settings specified on the issued invoice type.
Print tab
On the Print tab, you set which print outputs should be used for orders of this type.
Use the "Add" button to open the dialog for selecting a print output.
Field | Description |
Copies | The number of copies to print. |
Print document | Specifies whether the document should be printed. |
Report | Specifies the particular print report, for example an internal copy or a document for the client. |
If you select the Print automatically when a new document is created option, Flexi offers to print the document when it is saved.
Document Texts tab
On the Document Texts tab, you set the texts that will be automatically carried over to received orders of this type.
Field | Description |
Document description | Carried over to the Description field in the order and also displayed in the table overview of documents. |
Email template | Used to select an email template. |
Introductory text | Carried over to the Introduction tab and printed above the document items. |
Closing text | Carried over to the Conclusion tab and printed below the document items. |
Text for sending by email | Used as the email text when the order is sent by email. |
Texts tab
The Texts tab is used for internal supplementary information about the document type.
Field | Description |
Description | A more detailed description of the received order type. |
Note | An internal note on the received order type. |
Filling in these fields is optional.
Administration tab
On the Administration tab, you set the record validity and other properties of the document type.
Record validity
Field | Description |
Valid from | The accounting period from which the document type will be available. |
Valid to | The accounting period until which the document type will be available. |
If the document types should be available without restriction, leave the Valid from and Valid to fields empty.
⚠️ Warning: Record validity relates to accounting periods. If you set a period outside the active accounting period, the record may not appear in the list.
Item sorting for printing
Use the Item sorting for printing field to define the order of items on the printed document.
You can choose, for example:
By order – items are sorted by the Order field,
By name – items are sorted by name,
By code – items are sorted by code.
Create recycling fees
The checkbox determines whether the recycling fees of a price list item are also added automatically when the item is inserted into a document.
Primary document type
The Primary document type option marks the given type as the default for new received orders.
For the primary type to be used automatically, the document type selection method Primary must be set for the relevant agenda in the company settings.