How to create new document types
When you first open the software, Document types are already preconfigured within the individual modules. To make it easier to keep track of things when transferring unpaid receivables/payables, we recommend creating new document types in the Sales, Purchases, Other receivables, and Other payables modules, all with the corresponding analytical accounts.
Document series
New document types also let you assign new document series, so that the internal numbers of the documents you enter match the original ones. If you enter documents manually, however, you need to temporarily select the option "Allow manual overwriting of internal document numbers" under Company – Settings – Other, so that you can record a document under its original number. If you import documents using Excel, the required values are "Internal number" and "Document type".
In the document type for unpaid payables, you can also assign the company bank account from which the payable will be paid – this will make the subsequent work of creating payment orders easier.
Example for double-entry bookkeeping:
A company is switching to ABRA Flexi software as of 01.01.2025. At the end of the previous accounting period, the company has unpaid receivables/payables from 2022, 2023, and 2024. To enter unpaid issued invoices, we therefore create a new document type in Sales – Document types – Types of issued invoices and sales receipts, named, for example, "Issued invoices up to 31.12.24 unpaid", and we use this document type only to record unpaid or partially paid issued invoices issued up to 31.12.2024. The number of document types created this way depends on the number of primary analytical accounts for receivables/payables used according to the bookkeeping in the previous software. It is also advisable to enter an accounting rule with analytical account 395xxx in the document type, through which the entire accounting transition will be carried out. We assign a newly defined document series (Sales – Document series) to the document type "Issued invoices up to 31.12.24 unpaid".
Example for tax records:
In tax records, there are no accounts – they are replaced by accounting rules linked to the relevant section of the Income Tax Act and/or referring to the tax non-deductibility of income and expenses. For this reason, the accounting rule is usually not entered directly in the document type (unless it is uniform), but only in the header of individual documents or in their line items.