General information about code lists can be found in the Code Lists chapter.
A document type has three functions:
It defines the basic properties of the document.
It organizes documents into groups.
It saves time when creating individual documents by allowing you to predefine the maximum number of values in the document type.
Default settings are already prepared. However, these settings must be adjusted and supplemented according to your own requirements.
They are used when issuing a received order.
You can open the list in the "Sales" module under the option "Document Types – Received Order Types".
The top toolbar of the table contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".
Main panel
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".
Code
Required field, may contain up to 20 characters. The value must be unique among records.
The value appears in the type selection drop-down 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, may contain up to 255 characters.
This generally represents the record in overviews, print reports, or selection lists, so it should identify the record in a unique way.
If you set up 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 again to close the foreign language name fields.
Document Series
Enter manually or use the selector to choose from the document series list. 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 avoid errors 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:
"Details" tab
"Accounting" tab
"Texts on Document" tab
"Texts" tab
"Administration" tab
"Details" tab
When an issued invoice is created from this order, the settings configured here are transferred to the issued invoice regardless of how these settings are configured in the issued invoice type.
Invoice automatically
Invoice collectively
This checkbox enables invoicing, for example for a job order, in a way that allows the required materials to be issued from stock without the final invoice containing the individual items from the stock issue note. If Invoice collectively is checked, the entire invoicing process is based on the received order, which contains the individual stock items — making it possible to order individual items if needed. Before issuing the invoice, you must manually create a stock issue note from the received order to release all items from stock. In the issue note, the "Document Status" field will be set to "Non-invoiceable" — this ensures the issue note cannot be invoiced in the standard way. If the final invoice amount is to differ from the amount on the received order, you must add a non-catalogue item (+ or -) to the order before invoicing to adjust the total amount. The issued invoice is then created in the usual way using the button.
This field is transferred to the field of the same name in the received order on the "Invoicing" tab, where it can be manually unchecked or checked.
Discount [%]
If you want to use this received order type for specific customers who have an agreed discount, you can set it here. The discount entered here is transferred to the issued invoice on the "Amount" tab and is used to calculate the document discount accordingly.
Payment Method
The payment method entered here is transferred to the issued invoice on the "Supplement" tab. Available options are: bank transfer, cash, postal order, cash on delivery, payment card, offset, unspecified, cheque. The payment method can be further changed based on individual arrangements.
Shipping Method
Values recorded in the menu Tools – Code Lists – Shipping Methods are available, e.g. Czech Post, PPL.
Shipping and Dispatch
If you want to use this received order type for specific customers who have an agreed shipping and dispatch method, you can set it here. The value entered here is transferred to the issued invoice on the "Supplement" tab.
Rounding Method: Here you select whether the resulting rounding should be included in VAT. The available options are:
Into base and VAT – rounding inherits the VAT rate from the document
Into 0 rate – rounding will have a VAT rate of 0%
Individual – selecting this method allows you to configure rounding according to your own preferences, e.g. if you do not want documents to be rounded
VAT (method): This field sets the rounding method for the resulting VAT value. Use the drop-down list to select from the available options: up, down, mathematical.
VAT (precision): This setting follows from the previous one — use the drop-down list
to select from the available options: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.
Total (method): This field sets the rounding method for the resulting invoiced price. Use the drop-down list to select from the available options: up, down, mathematical.
Total (precision): This setting follows from the previous one — use the drop-down list to select from the available options: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.
"Accounting" tab
Issued Invoice Type
The drop-down list shows values recorded in the menu Sales – Issued Invoice Types.
Issue Note Type
The drop-down list shows values recorded in the menu Goods – Stock Document Types.
Cost Centre
Enter manually or use the selector to choose from the cost centre list.
Activity
Enter manually or use the selector to choose from the activity list. This will be populated in the received order on the "Document Specification" tab. The operator can change this activity.
Currency
Enter manually or use the selector to choose from the currency list. This is automatically preset to the currency of the country specified in the company's initial setup.
VAT Country
The drop-down list shows values recorded in the menu Tools – Code Lists – Countries.
"Print" tab
Completing this tab makes it easier to print documents of individual received enquiry 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, select whether the Document should be printed.
Report
From the drop-down list, select the type of report, e.g. internal document copy, document for client.
If you check the Automatically print when creating a new document flag at the bottom, the documents selected above will be printed automatically when saving the document, without manually clicking the button. The program will only ask whether you want to print the newly created document.
"Texts on Document" tab
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 received orders of this type into the "Description" field in the upper left panel and subsequently into the tabular document overview.
Opening Text
The text entered here will be transferred to received orders of this type into the "Introduction" tab in the upper left panel and subsequently printed above the line items on received orders.
Closing Text
The text entered here will be transferred to received orders of this type into the "Conclusion" tab in the upper left panel and subsequently printed below the line items on received orders.
Text for sending …
If you send the invoice by email, this text will appear directly in the email.
"Texts" tab
The "Texts" tab is included in all code lists and all overviews. It contains two fields where you can enter information according to your own needs. Completing them is not mandatory.
Description
A more detailed description of the received order type.
Note
A more detailed note about the received order type.
"Administration" tab
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. Within the specified range, the record is valid; outside of it, the record is not valid and will not be displayed in the code list (overview) 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 validity of records, it is not possible to select a range of accounting periods that does not at least partially correspond to the active accounting period.
Since the validity of a record 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 using the selector from the list of accounting periods.
Valid to
Select the end period of the record's validity using the selector from the list of accounting periods.
If you require unlimited validity for the record, leave the Valid from and Valid to fields empty (remove a previously 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 Print
On the printed document, individual line items are listed in the order in which they were added to the document. If you want line items to be printed in a different order, you can use the selector to choose 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 when creating a new document, provided that the value Primary is selected for the corresponding documents in the company settings, on the Modules tab, Sales tab. This method of designation is particularly suitable when predominantly one document type is being issued.