General information about code lists can be found in the Setting Basic Parameters chapter, section Code Lists.
A document type has three functions:
It determines the basic properties of the document.
It divides documents into groups.
It saves time when creating individual documents by allowing you to predefine the maximum number of values at the document type level.
The basic default configuration is already prepared. However, you must adjust and supplement this configuration according to your own requirements.
It is used when creating received invoices.
You can open the list in the "Purchasing" module under "Document Types – Received Invoice Types".
The top toolbar of the table contains a number of buttons whose functions are described in the separate chapter "Program Controls".
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Main Panel
Click the "New" button or use 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".
Code: Required field, can contain up to 20 characters. The value must be unique among 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. Generally represents the record in overviews, print reports, or selection lists, so it should describe the record in a unique way. If you configured foreign languages during the initial setup, clicking the plus 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 minus button to close the foreign-language name fields.
Document Series: Enter manually or using
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 accounting process and reduces the chance of error when creating a document. 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:
tab "Invoice"
tab "Accounting"
tab "Document Texts"
tab "Texts"
tab "Administration"
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Tab "Invoice"
This tab is identical to the tab found in the issued invoice type. However, for the received invoice type, many fields are not applicable and are therefore non-editable.
Type
Required field. You can have multiple document types for a single kind. Use
to select from the predefined values:
Standard Invoice
A classic standard invoice.Credit Note / Corrective Tax Document
If you want to keep credit notes separate from invoices, select this type. The line item price must be entered with a minus sign. The document will then be posted with a negative value, and in the case of a stock item, the goods will be returned to inventory.Proforma Invoice (Advance Invoice)
Behaves the same as a standard invoice. However, if it is assigned to this type, it will be offered when creating a line item – advance deduction (after confirming the "Services" button).Advance Tax Document
Behaves the same as a standard invoice. However, if it is assigned to this type, it will be offered when creating a line item – advance tax document deduction (after confirming the "Services" button).Delivery Note
This type currently has no use. It does not affect accounting or VAT. It only creates a goods receipt in the warehouse if the document contains a price list item. This type is prepared for use with batch invoicing.Proforma (Non-accounting)
A classic proforma invoice. Does not affect accounting or VAT.
Bank Account
Enter manually or use the drop-down arrow to select from the list of bank accounts. This field is then transferred to received invoices in the "Payment from Account" tab, where the account can be changed manually.
Due Date [Days]
The due date is shown in the received invoice in the "Main" tab. There are 3 ways to set the due date in the system (listed in order of priority):
in the customer settings.
in the document type.
in the initial program settings.
Example: The initial settings specify 14 days; document type "AB" specifies 20 days; customer "XY" has 30 days set. When creating a document, the due date is 14 days. After selecting document type "AB", the due date changes to 20 days. After selecting customer "XY", the due date becomes 30 days.
Variable Symbol Primarily from Order Number
Payment Method
The payment method specified here is transferred to the received invoice in the "Supplement" tab. Available options are: bank transfer, cash, postal order, cash on delivery, payment card, offset, unspecified, cheque. The payment method can be changed further 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
Fill in if you want the information entered here to be transferred to the received invoice in the "Supplement" tab. This information can be changed further based on individual arrangements.
Automatically Generate Warehouse Documents and Require Serial Number Entry
If you enable this option by checking the box, goods receipts will be generated automatically whenever a received invoice contains price list items.
Receipt Type
Automatically Settle with Unposted Overpayments in Bank and Cash Register
Issue Type
Use for Automated Mutual Offset
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Tab "Accounting"
The fields in the "Accounting" tab are optional, but configuring them at the document type level will significantly reduce your workload when entering received invoices — especially when the invoice is being entered by staff who are not familiar with accounting. Carefully consider whether to leave any value blank in the document type, as doing so may create considerable extra work later.
Document is Accounting
If you check this box, documents created with this type will affect the accounting records. If you do not want the created documents to enter the accounting system, leave the box unchecked.
The value of this field 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 the Document is Accounting checkbox is checked.
Enter manually or use the magnifying glass to select from the chart of accounts. The account will be automatically populated in received invoices in the "Credit Account" field on the "Accounting and VAT Line" tab, simplifying the posting process. The operator can change this account.
Cost Centre
Enter manually or use the drop-down arrow to select from the list of cost centres. The cost centre will be automatically populated in received invoices in the "Document Specification" tab. The operator can change this cost centre.
Activity
Enter manually or use the drop-down arrow to select from the list of activities. The activity will be automatically populated in the received invoice in the "Document Specification" tab. The operator can change this activity.
Currency
Enter manually or use the drop-down arrow to select from the list of currencies. When issuing an 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 required.
Enter manually or use the magnifying glass to select from the code list the control statement line; only lines corresponding to the country and document type are shown. The line set at the document type level will be transferred to the created document on the Accounting and VAT Line tab in the VAT Control Statement Line field. Based on the line specified in document line items and document headers, 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 when the Document is Accounting checkbox is checked.
The value is automatically set to the legislative 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. The created document will be included in VAT records according to the value of this field.
Posting Template [Debit]
This field is available when the Document is Accounting checkbox is checked. It simplifies the posting of received invoices. Enter manually or use the drop-down arrow to select from the posting templates.
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Tab "Print"
Completing this tab makes it easier to print documents of individual types.
Using the drop-down list, you can select which documents of a given type you want to print. The print settings 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. list of received invoices, cover sheet, labels.
Summarised
Extended
If the Automatically print when a new document is created flag is checked at the bottom of the section, the documents marked above will be printed automatically when the document is saved, without you having to manually click the print button. The program will only ask whether you want to print the document you just created.
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Tab Intrastat
Intrastat is an electronic data collection system mandatory for all member states of the European Union. This tab allows you to record all required information.
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 if the document contains items being sent by you, the invoicing company. If 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 if the document contains items of which you are the recipient. In the case of trade with a third country where the goods were released into free circulation in another EU member state before being received 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 applicable transaction from the drop-down list; values are taken from the menu Tools – Code Lists – Intrastat – Trade Transactions.
Delivery Terms
Select the delivery terms from the drop-down list; values are taken from the menu Tools – Code Lists – Intrastat – Delivery Terms.
Mode of Transport
Select the mode of transport from the drop-down list; values are taken from the menu Tools – Code Lists – Intrastat – Mode of Transport.
Special Movements
Values are taken from the menu Tools – Code Lists – Intrastat – Special Movements.
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Tab "Document Texts"
The information entered in this tab makes it easier to fill in documents when they are being created.
Document Description
The text entered here will be transferred to received invoices of this type into the "Description" field in the upper left panel, and subsequently into the tabular document overview.
Text for sending …If you send the invoice by email, this text will appear directly in the email.
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Tab "Texts"
The "Texts" tab is present in all code lists and registers. It contains two fields where you can enter information according to your own needs.
Description: A more detailed description of the received invoice type.
Note: A more detailed note about the received invoice type.
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Tab "Administration"
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. Within the specified range, the record is valid; outside of that range, the record is not valid and will not appear in the code list (register) 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 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 arrow from the list of accounting periods.
Valid To: Select the end period of the record's validity using the drop-down arrow from the list of accounting periods.
If you require unlimited validity for a 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. You may also leave just 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).
Item Sorting for Print
On a printed document, individual line items are listed in the order in which they were added to the document. If you want to print the items in a different order, you can use the drop-down arrow to select 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
EkoKom Report
You can select from the following options: Charged Packaging / Prepaid Packaging / Unpaid Packaging / Exported Packaging / Disposed Packaging.
Primary Document Type
Marks the document type being edited as the primary type. The primary document type selected in this way will be chosen automatically when creating a new document, provided that the value Primary is selected for the corresponding documents in the company settings, on the Modules tab, Purchasing tab. This method of designation is particularly suitable when predominantly one document type is used.
Document Creation via EAN Scanner
Start Workflow When Document is Created
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