Internal Document Types

Types of Internal Document
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General information about code lists can be found in the Code Lists chapter.

A document type has three functions:

Internal document types are used when issuing internal documents. When a company is created in the application, internal document types are prepared at a basic level. We recommend reviewing and adjusting their settings to meet your requirements.

You can open the list in the "Accounting" module under the "Internal Documents" option.
The top toolbar contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Main Panel
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Press the "New" 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".

Abbreviation

Required field, can 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 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, printed reports, and selection lists, so the name should identify the record in a unique way.

If you set up foreign languages during 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 using foreign-language printing. Press the "-" button to close the foreign-language name fields.

Document Series

Enter manually or select from the document series list. If this 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:

"Posting" Tab
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The fields in the "Posting" tab are optional, but configuring them will significantly reduce the amount of work required when entering internal documents, especially if you have multiple similar internal documents. Think carefully before leaving any value blank for a document type — doing so may create a lot of extra work later.

Document is an accounting document

If you check this field, it means that documents created will affect the accounting records. For internal documents, this value cannot be changed.

Cost Centre

Enter manually or select from the cost centre list using the drop-down. The cost centre will be automatically populated in internal documents on the "Document Specification" tab. The operator can change this cost centre.

Activity

Enter manually or select from the activity list using the drop-down. It will be automatically populated in internal documents on the "Document Specification" tab. The operator can change this activity.

Currency

Enter manually or select from the currency list using the drop-down. When issuing an internal document of this type, the required currency will be set automatically. If you select CZK: Czech Koruna, the "CZK" tab will be activated for input. If you select a foreign currency, the "Currency" tab will be activated for input.

VAT Control Statement Line

VAT payers only. Field is not required.

Enter manually or use the lookup to select a control statement line from the code list; only lines corresponding to the country and document type are offered. The line set at the document type level will be carried over to the created document on the Posting and VAT Line tab in the VAT Control Statement Line field. Values will be loaded into the corresponding lines of the Control Statement form based on the line specified in document line items and document headers.

When saving, you will be notified if the selected control statement line does not correspond to the transaction type.

VAT Country

This field is accessible when Document is an accounting document is checked.

The value is automatically set to the legislative country specified in the company settings. You can select a different country from the country list if you are registered as a VAT payer in that country. The created document will be included in the VAT records according to the value in this field.

Posting Template

Simplifies the posting of internal documents. Enter manually or select from the posting templates.

"Document Texts" Tab
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The data entered in this tab makes it easier to fill in documents when they are subsequently issued.

Document Description

The text entered here will be carried over to internal documents of the given type into the "Description" field in the upper left panel and subsequently into the tabular document overview.

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

Description

You can provide a more detailed description here.

Note

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

"Administration" Tab
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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 that range, the record is not valid and will not be displayed in the code list (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 for the record's validity from the list of accounting periods using the drop-down.

Valid To

Select the end period for the record's validity from the list of accounting periods using the drop-down.

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 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 specific accounting period (see the accounting period in the header of the side navigation).

Line Item Sort Order for Printing

On a 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 select a sort method using the drop-down:

· 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 Primary value is selected for the corresponding documents in the company settings, on the Modules tab, Accounting tab. This method of designation is particularly suitable when predominantly one document type is being issued.