This form is used to manage document types. They are then available in the Document Type field on the Goods Receipts/Issues form in the Goods module.

​Each document type serves three purposes:

Default warehouse document types pre-configured by the FlexiBee system:

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, can contain up to 20 characters. The value must be unique across all records.

The value appears in the document type 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, can contain up to 255 characters.

This field generally represents the record in overviews, print reports, and selection lists, so it should identify the record in a unique way. If you configured foreign languages during initial setup, clicking 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. Click the "-" button to close the foreign-language name fields.

Receipt series, Issue series

The internal document number under which the document is recorded. If you do not select values here, warehouse documents will automatically use the document series configured in the warehouse list. If you want a different document series for a specific type, set it here — either manually or by selecting from the document series list using the drop-down. If you select only a specific movement type (receipt or issue) in the Accounting tab, only the document series for that specific movement type will be available.

Filling in this tab is not mandatory. However, doing so will make it easier to complete warehouse documents and post them to accounting.

Document is an accounting document

If checked, documents created with this type will affect the accounts. If you do not want created documents to be posted to accounting, leave this unchecked.

The value of this field can only be changed before the first document of this type is created; after that, the field is read-only.

If the field is unchecked, you are recording inventory using Method B. The ability to uncheck this field depends on your company settings. More information about Method B is described in the guide.

Warehouse

Select manually or from the drop-down using the warehouse list. The warehouse set here will be automatically populated into the "Warehouse" field on warehouse documents. When selecting items from the price list, this warehouse will be pre-selected. This simplifies the creation of warehouse documents.

If you leave this field blank, this type will be used for all warehouses. You will need to select the warehouse manually on each warehouse document.

Movement type

Select the movement type — receipt or issue — manually or using the drop-down. If the type is left blank, it can be used for both movement types.

Movement type detail

The filled-in value will be automatically transferred to warehouse documents. Using the

drop-down, you can choose from the following options:

"Plain" receipt – the document will have no links to other documents, e.g. a receipt for entering opening stock balances or a receipt from inventory difference adjustments,

Receipt for invoicing – e.g. when it is a goods receipt that precedes an invoice,

Product receipt – distinguishes a goods receipt from a finished product receipt; if you use a bill of materials, a product receipt will automatically generate an issue document for the individual components,

Receipt (credit note, return) – this movement allows for the receipt of goods, e.g. in the case of a complaint; displayed only for the

Receipt movement; useful for goods with a serial number (when receiving goods into stock, previously sold serial numbers are suggested),

"Plain" issue – use this movement to indicate that the document will have no links to other documents, e.g. an issue from inventory difference adjustments,

Issue for invoicing (prices from price list) – e.g. for a stock issue that will subsequently be invoiced; the invoicing uses the sales price you defined in the price list,

Issue for invoicing (prices entered manually) – if you want to use a different price during invoicing than the one defined on the Price List form (or if no price is defined on the Price List form), you must select this movement — in that case, a Sales Price field will appear when adding a stock item, and when saving, the sales price will be validated (if you set it lower than the purchase price, you will be notified),

Issue for transfer – e.g. an issue for transfer to another warehouse,

Issue (credit note, return) – allows for an issue with a negative quantity set automatically; this method can also be used for goods with a serial number; when issuing goods from stock, the serial numbers currently in stock are suggested.

Cost centre

The cost centres recorded in the Tools – Codebooks – Cost Centres menu are available here; without them, no document can be posted to accounting.

ActivitySelect manually or using the drop-down from the activity list. The activity will then be pre-filled on the warehouse document. Values are available from the Tools – Codebooks – Activity menu.

Transfer document type

If you have set up a separate type for a transfer issue, you can select the type for the transfer receipt. This ensures that the automatically created transfer receipt document is correctly filled in and posted to accounting.

Production document type

If you have set up a separate type for a product receipt (goods with a bill of materials), you can select the type for the issue document. This ensures that the automatically created material issue document for production based on the bill of materials is correctly filled in and posted to accounting.

Accounting operation type

Facilitates the posting of warehouse documents to accounting. Select manually or using the drop-down from the posting rules.

Filling in this tab is optional. However, completing it will significantly simplify printing documents of individual types.
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The top toolbar of the form contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".

Here you can configure which documents you want to print and how many copies. These documents can then be printed (or previewed) directly from an open warehouse document.

If you check Automatically print when a new document is created at the bottom, the documents selected above will be printed automatically when saving a document, without you having to manually click the print button. The program will simply ask whether you want to print the document just created.
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Upon confirmation, the selected documents are printed to the primary printer.
If you do not want the program to keep prompting you, check Do not ask again. This setting remains active until the program is closed.

Clicking the Add button opens a selection dialog.

Copies

Enter how many times you want to print the given warehouse document type.

Print document

Select which type of document you want to print.

Report

Use the drop-down to open a list that matches the options displayed when you click the print button in the document list. You can gradually select the documents that you regularly print after saving a document.

Summarised

If a report can also be printed in a summarised format, you can select here which version of the document you want to print.

Extended

If a report can be printed in an extended version from the print reports menu, you can select here which version of the document you want to print.

Intrastat is an electronic data collection system mandatory for all member states of the European Union. This tab allows you to record all required data.

Country of dispatch

The country from which the product was dispatched.

Country of destination

The country to which the product is to be delivered. Fill in this field if the document contains items being dispatched by you, the invoicing company. In cases where goods are being exported to a third country and have not yet been released into an export customs procedure upon leaving the Czech Republic (or Slovakia, in the case of Slovak legislation), because this release will be carried out by customs authorities in another EU member state, enter that member state.

Country of origin

The country from which the product originates. Fill in this field if the document contains items for which you are the recipient. In cases of trade with a third country where the goods were released into free circulation in another EU member state before being admitted into the Czech Republic (or Slovakia, in the case of Slovak legislation), enter that member state.

Region of origin

The region from which the product originates.

Transaction

Select the relevant transaction from the drop-down list; values are available from the Tools – Codebooks – Intrastat – Trade Transactions menu.

Delivery terms

Select the delivery terms from the drop-down list; values are available from the Tools – Codebooks – Intrastat – Delivery Terms menu.

Mode of transport

Select the mode of transport from the drop-down list; values are available from the Tools – Codebooks – Intrastat – Mode of Transport menu.

Special movements

Values are available from the Tools – Codebooks – Intrastat – Special Movements menu.

The data filled in on this tab simplifies the subsequent completion of documents when they are being created.

Document description

The text is transferred to warehouse documents for the given warehouse into the Description field in the upper-left panel and subsequently into the tabular overview of warehouse documents.

Header text

Footer text

Text for sending…

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

Description

A more detailed description of the warehouse document type.

Note

An additional note regarding the warehouse document type.

The Administration tab contains information about the validity and visibility of a given record in the codebook across accounting periods. The validity of a record is defined by a range of accounting periods. The record is valid within the specified accounting period range; outside of those periods, the record is not valid and will not appear in the codebook (list) at all.

By restricting validity, you ensure that records no longer in use are not displayed during routine use of the codebook. Unlike time-based record validity, it is not possible to select an accounting period range 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 using the drop-down list of accounting periods.

Valid to

Select the end period of the record's validity using the drop-down 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. You may also leave just one of the fields without a selected value to leave the start or end of the validity period 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 specific accounting period (see the accounting period in the header of the side navigation).

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 items to appear in a different order on the printed document, you can use the drop-down to select a sorting method:

Primary document type

Marks the document type being edited as the primary type. The primary document type selected this way will be used when creating a new Receipt or Issue, provided that the value Primary is selected for receipts/issues in the company settings, on the Modules tab, Goods tab. This approach is particularly useful when you predominantly issue one type of document.

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