General information about code lists can be found in the chapter Code Lists.

A document type has three functions:

A basic default configuration is provided. However, this configuration must be adjusted and supplemented according to your own requirements.
It is used when issuing a received inquiry.

You can open the list in the "Sales" module under the option "Document Types – Types of Received Inquiries".
The top toolbar of the table contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Press the button or the keyboard shortcut Alt+N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Code: Required field, can contain up to 20 characters. The value must be unique among records. The value appears in the type drop-down list when creating a document. We recommend choosing the most descriptive code possible to make it easier to distinguish document types in the list.

Name: Required field, can contain up to 255 characters. This generally represents the record in overviews, print reports, or selection lists, so it should describe the record in a unique way. If you have set up foreign languages in the initial setup, you can fill in the "Name" field in the selected foreign languages by clicking the "+" button. These language variants of the name are printed on documents when printing in a foreign language. Click the "-" button to close the foreign-language name fields.

Document Series: Manually or using the drop-down list, select from the list of document series. If a value is filled in, you will not be prompted to select a document series when creating a document. This simplifies the posting process and helps you avoid mistakes when creating documents. Each document type can have its own document series, but the application also allows a single document series to be used for multiple document types.

For clarity, the form is divided into several tabs:

Cost Center: Use the drop-down list to select from the list of cost centers.

Currency: Use the drop-down list to select from the list of currencies. It is automatically preset to the currency of the country specified in the company's initial setup.

Activity: Use the drop-down list to select from the list of activities. This will be populated into the received inquiry under the "Document Specification" tab. The operator can change this activity.

Filling in this tab makes it easier to print documents of individual received inquiry types.

Using the drop-down list, you can select which documents of the given type you want to print. The print settings configured here will be applied when printing (or previewing) directly from the document form. If you save the document and want to print it from the tabular document overview, you must manually select the required documents.

Copies: Enter the number of copies to be printed.

Print Document: From the drop-down list, select whether the Document should be printed.

Report: From the drop-down list, select the type of report – received inquiries overview, internal document copy, internal document copy (without totals).

If you check the Automatically print when creating a new document option at the bottom, the documents marked above will be printed automatically when saving the document, without you having to manually click the button. The program will simply ask whether you want to print the document you just created.
​

The data filled in on this tab makes it easier to complete documents when they are being issued.

Document Description: The text entered here will be transferred to the received inquiry of the given type into the "Description" field in the upper left panel, and subsequently into the tabular overview of these documents.

Text for Sending …If you send the invoice by email, this text will appear directly in the email.

The "Texts" tab is included in all code lists and all overviews. It contains two fields where you can enter data according to your own needs. Filling them in is not mandatory.

Description: A more detailed description.

Note: The note serves to alert operators to any special characteristics of the record or to highlight anything other users should be aware of when working with the record.

The "Administration" tab contains information about the time validity and visibility of the given record in the code list (overview). The validity of a record is specified as a range of calendar years. Within the specified range of years, the record is valid; outside of those years, the record is not valid and will not be displayed in the code list at all. By limiting the validity period, you ensure that users are not slowed down by having to scroll through records that are no longer in use during routine code list navigation.

Because the time validity is tied to calendar years, it does not correspond to fiscal accounting periods.

Valid From: The calendar year from which the record's validity begins.

Valid To: The calendar year in which the record's validity ends.

If you require unlimited validity for a record, do not change the default value of "0" in the Valid From field and "9999" in the Valid To field. The record will then be usable in all calendar years and will appear in the list in every calendar year.

If you fill in both the Valid From and Valid To fields with the value "2016", the record can only be used in the year 2016, meaning it will only be visible in the list during that year (see accounting period in the side navigation header).

Item Sorting for Print: On a printed document, individual line items are listed in the order in which they were added to the document. If you want the items to appear in a different order on the printed document, you can use the drop-down list to select a sorting method:

Primary Document Type: Marks the document type being edited as the primary type. The primary document type selected in this way will be chosen when creating a new document, provided that the value Primary is set for the corresponding documents in the company settings, on the Modules tab, Sales tab. This method of designation is particularly useful when you predominantly issue a single type of document.