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

A document type serves three functions:

Default settings are already prepared. However, you must adjust and supplement these settings according to your own requirements.
They are used when issuing other receivables.

You can open the list in the "Accounting" module under "Document Types – Types of Other Receivables".

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

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 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 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, printed reports, and selection lists, so it should identify the record in a unique and descriptive way.

If you set up foreign languages in the initial setup, you can click the "+" button 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. Click the "-" button to close the foreign-language name fields.

Document Series

Enter manually or use the selector to choose 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 bookkeeping and eliminates the possibility of 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:

The fields in the "Posting" tab are optional, but configuring them at the document type level will significantly reduce the effort involved in entering other receivables — especially when documents are entered by staff unfamiliar with accounting. Think carefully before leaving any value blank at the document type level, as this may create a significant amount of extra work later.

Document is an accounting document

If you check this field, the documents created will affect the accounting records. If you do not want the documents to be posted to accounting, leave the field unchecked.

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

Debit Account

This field is available if Document is an accounting document is checked. Enter manually or use the magnifier to select from the chart of accounts. The account will be automatically populated in other receivables in the "Debit Account" field on the "Posting and VAT Line" tab, simplifying the posting process. The operator can change this account.

Cost Centre

Enter manually or use the drop-down list to select from the list of cost centres. The cost centre will be automatically populated in other receivables on the "Document Specification" tab. The operator can change this cost centre.

Activity

Enter manually or use the drop-down list to select from the list of activities. It will be automatically populated in other receivables on the "Document Specification" tab. The operator can change this activity.

Currency

Enter manually or use the drop-down list to select from the list of currencies. When issuing an outgoing invoice, the required currency will be automatically set for this invoice type. If you select CZK: Czech Koruna, the "CZK" tab will be activated for entry. If you select a foreign currency, the "Currency" tab will be activated for entry.

VAT Control Statement Line

VAT payers only. Field is not mandatory.

Enter manually or use the magnifier 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 transferred to the created document on the Posting and VAT Line tab in the VAT Control Statement Line field. Based on the line specified in the document line items and document header, values will be loaded into the corresponding lines of the VAT Control Statement form.

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

VAT Country

This field is available if Document is an accounting document is checked.

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

Posting Template [Credit]

This field is available if Document is an accounting document is checked. It simplifies the posting of outgoing invoices. Enter manually or use the drop-down list to select from the posting templates.

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 sent by you, the invoicing company. In cases where goods are exported to a third country and have not yet been released into one of the export customs procedures 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 sourced from the menu Tools – Code Lists – Intrastat – Business Transactions.

Delivery Terms

Select the delivery term from the drop-down list; values are sourced from the menu Tools – Code Lists – Intrastat – Delivery Terms.

Mode of Transport

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

Special Movements

Values are sourced from the menu Tools – Code Lists – Intrastat – Special Movements.

The data entered in this tab simplifies the subsequent completion of documents when they are issued.

Document Description

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

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

You can enter a more detailed description here.

Note

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

The Administration tab contains information about the validity and visibility of a 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 appear in the code list (list) at all. By restricting validity, you ensure that records no longer in use are not displayed 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 overlap with 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 want the record to have unlimited validity, 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 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 appear in a different order on the printed document, you can select a sort order using the drop-down list:

· 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 used when creating a new document, provided that the value Primary is selected for the corresponding documents in the company settings, on the Modules tab, Accounting tab. This method of designation is particularly useful when predominantly issuing a single document type.