Types of Other Liabilities

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

A document type serves three functions:

The default configuration is ready to use. However, you must adjust and supplement these settings according to your own requirements.
It is used when creating other liabilities.

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

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

Main Panel
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Click the "New" button or press 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 "Program Controls" chapter.

Code

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

The value appears in the document type dropdown 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, print reports, and selection lists, so it should identify the record in a unique and descriptive 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 foreign-language printing is used. Click the "−" button to close the foreign-language name fields.

Document Series

Enter manually or use the lookup to 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 reduces the risk 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:

"Invoice" Tab
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This tab is similar to the tab found on the received invoice type.

Bank Account

Enter manually or use the dropdown list to select from the list of bank accounts. This field is then transferred to the other liabilities document on the "Payment from Account" tab, where it can of course be changed manually.

Variable Symbol Primarily from Order Number

Payment Method

Enter manually or use the dropdown list to select from the list of payment methods. The selected value is transferred to the other liabilities document on the "Supplement" tab, where it can be changed manually for the individual document.

Shipping Method

Shipping and Dispatch

Automatically Settle with Unposted Overpayments in Bank and Cash Register

Use for Automated Mutual Offset

"Posting" Tab
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The fields on the "Posting" tab are optional, but configuring them at the document type level will significantly reduce the effort required when entering other liabilities — especially when the data is entered by staff who are not familiar with accounting. Carefully consider any values you leave blank on the document type. Omitting them may create a significant amount of extra work later.

Document Is Accounting

If you check this field, the created documents will affect the accounting records. If you do not want the created 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.

Credit Account

This field is available when Document Is Accounting is checked. Enter manually or use the magnifier to select from the chart of accounts. The account will be automatically populated in other liabilities in the "Credit Account" field on the "Posting and VAT Line" tab, simplifying the posting process. The operator can change this account.

Cost Center

Enter manually or use the lookup to select from the list of cost centers. The cost center will be automatically populated in other liabilities on the "Document Specification" tab. The operator can change this cost center.

Activity

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

Currency

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

VAT Control Statement Line

For VAT payers only. Field is not required.

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 on the document type will be transferred to the created document on the Posting and VAT Line tab in the VAT Control Statement Line field. The values will be loaded into the corresponding lines of the Control Statement form based on the line specified in the document line items and document header.

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

VAT Country

This field is available when Document Is Accounting is checked.

The value is automatically set to the legislative country specified in your company settings. You can select a different country from the list of countries 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 [Debit]

This field is available when Document Is Accounting is checked. It simplifies the posting of received invoices. Enter manually or use the dropdown list to select from the posting templates.

"Intrastat" Tab
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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. If goods are being exported to a third country and have not yet been placed under an export customs procedure upon leaving the Czech Republic (or Slovakia in the case of Slovak legislation), because this will be done 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 the case of trade with a third country where goods were placed under a customs procedure for free circulation in another EU member state before being admitted to 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 appropriate transaction from the dropdown list; the available values come from the menu Tools – Code Lists – Intrastat – Trade Transactions.

Delivery Terms

Select the delivery term from the dropdown list; the available values come from the menu Tools – Code Lists – Intrastat – Delivery Terms.

Mode of Transport

Select the mode of transport from the dropdown list; the available values come from the menu Tools – Code Lists – Intrastat – Mode of Transport.

Special Movements

The available values come from the menu Tools – Code Lists – Intrastat – Special Movements.

"Document Texts" Tab
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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 other liabilities of the given type into the "Description" field in the upper left panel, and subsequently to the tabular document overview.

"Texts" Tab
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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 these fields is not mandatory.

Description

You can enter a more detailed description here.

Note

The note is used to alert operators to any special characteristics of the record, or to highlight anything that 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 appear in the code list (or overview) 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 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 of the record's validity period from the list of accounting periods using the dropdown list.

Valid To

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

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. You may also leave just one of the fields blank to leave the start or end of the validity period unrestricted.

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).

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 the items to appear in a different order on the printed document, you can select a sort method using the dropdown 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 placed at the end

· By code – sorted by the value of the Code field, ascending, items without a code placed 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 Primary value is selected for the corresponding documents in the company settings, on the Modules tab, Accounting tab. This method is particularly useful when you predominantly issue a single document type.