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

A document type has three functions:

A default configuration is already prepared. However, you must adjust and supplement these settings according to your own requirements.
It is used when issuing an issued quote.

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

Abbreviation: Required field, can contain up to 20 characters. The value must be unique across records. The value appears in the type drop-down selector when creating a document. We recommend choosing the most descriptive abbreviation 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, and selection lists, so it should describe the record in a unique way. If you configured foreign languages in the initial setup, pressing the "+" button allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when printing in a foreign language. Press 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 Centre

Use the drop-down list to select from the list of cost centres.

Activity

Use the drop-down list to select from the list of activities. The selected activity will be populated into the issued quote under the "Document Specification" tab. The operator can change this activity.

Currency

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

"Print" Tab

Completing this tab makes it easier to print documents for individual issued quote types.

Using the drop-down list, you can select which documents of the given type you want to print. The print setting configured here will be used 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, choose whether the Document should be printed.

Report

From the drop-down list, select the type of report, e.g. internal document copy, document for the client, dispatch note.

If you check the Automatically print when creating a new document flag 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 only ask whether you want to print the document you just created.
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The data filled in on this tab simplifies the subsequent completion of documents when they are issued.

Document Description

The text entered here will be transferred to issued quotes of this type into the "Description" field in the upper-left panel and subsequently into the tabular document overview.

Introductory Text

The text entered here will be transferred to issued quotes of this type into the "Introduction" tab in the upper-left panel and subsequently printed above the line items on the issued quote.

Closing Text

The text entered here will be transferred to issued quotes of this type into the "Conclusion" tab in the upper-left panel and subsequently printed below the line items on the issued quote.

Text for Sending …

If you send the invoice by email, this text will appear directly in the email.

The "Texts" tab is present in all code lists and all lists. It contains two fields where you can enter information according to your own needs. Completing these fields is not mandatory.

Description

A more detailed description of the issued quote type.

Note

A more detailed note about the issued quote type.

The Administration tab contains information about the validity and visibility of the given record in the code list across accounting periods. The validity of a record is defined by a range of accounting periods. The record is valid within the specified range of accounting periods; outside this range, the record is not valid and will not be displayed in the code list (or list) at all. By restricting validity, you ensure that records no longer in use are not shown during routine use of the code list. Unlike time-based record validity, it is not possible to select a range of accounting periods that does not at least partially correspond to the active accounting period.

Because record validity is tied to accounting periods, it can also be used with fiscal accounting periods.

Valid From

Select the start period of the record's validity from the list of accounting periods.

Valid To

Select the end period of the record's validity from the list of accounting periods.

If you require unlimited validity for the record, leave the Valid From and Valid To fields empty (remove an already selected value by pressing the Del key). The record will then be usable in all accounting periods. It is also possible to leave one of the fields without a selected value, thereby leaving the start or end of the record's validity open-ended.

If you select the same accounting period in both the Valid From and Valid To fields, the record will only be usable in that accounting period (see the accounting period in the header of the side navigation).

Line Item Sort Order for Printing

On a printed document, the individual line items are listed in the order in which they were added to the document. If you want the line items to appear in a different order on the printed document, you can select a sorting method:

· By order – sorted by the value of the Order field, ascending

· By name – sorted by the value of the Name field, ascending, items without a name at the end

· By code – sorted by the value of the Code field, ascending, items without a code at the end

Primary Document Type

Marks the document type being edited as the primary type. The primary document type selected in this way will be chosen automatically when creating a new document, provided that the Primary value is selected 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 document type.