Issued Inquiry Type

General information about code lists can be found in the Setting Basic Parameters chapter, section Code Lists.

A document type has three functions:

The default settings are preconfigured. However, you must adjust and supplement these settings according to your own requirements.
They are used when issuing an issued inquiry.

You can open the list in the "Purchasing" module under the option "Document Types – Issued Inquiry Types".
The top toolbar of the table contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".

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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 dedicated 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 drop-down list 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.

Generally represents the record in overviews, printed reports, or selection lists, so it should identify the record in a unique way.

If you set up foreign languages in the initial setup, pressing 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. Press the "minus" button to close the foreign language name fields.

Document Series

Select from the list of document series manually or using the scroll arrow. If this value is filled in, you will not be prompted to select a document series when creating a document. This simplifies the accounting process and helps you avoid potential errors when creating a document.

Each document type can have its own document series, but the application allows you to use one document series for multiple document types.

For clarity, the form is divided into several tabs:

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"Accounting" Tab
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Cost Center

Select from the list of cost centers manually or using the scroll arrow. This is an informational field that is not carried over anywhere. It is important to select it on documents, as without it the document will not be posted.

Activity

Select from the list of activities manually or using the scroll arrow. It will be populated in the issued inquiry in the Document Specification tab.

Currency

Select from the list of currencies manually or using the scroll arrow. The currency of the country specified in the company's initial setup is set automatically.

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"Print" Tab
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Completing this tab simplifies printing of documents of individual types.

Using the drop-down list, you can select which documents of the 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. internal document copy, client document, dispatch note.

Summarized

Extended

If you check the "Automatically print when creating a new document" option at the bottom, the documents marked above will be printed automatically when saving the document, without you having to manually click the print button. The program will simply ask whether you want to print the document you just created.
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"Document Texts" Tab
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The data filled in on this tab simplifies the subsequent completion of documents when they are issued.

Document Description

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

Introductory Text

The text entered here will be transferred to issued inquiries of this type into the "Introduction" tab in the upper left panel and subsequently printed above the line items in the issued inquiry.

Closing Text

The text entered here will be transferred to issued inquiries of this type into the "Conclusion" tab in the upper left panel and subsequently printed below the line items in the issued inquiry.

Text for Sending …

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

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"Texts" Tab
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The "Texts" tab is included in all code lists and lists. It contains two fields in which you can enter information according to your own needs.

Description

A detailed description of the issued inquiry type.

Note

A detailed note for the issued inquiry type.

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"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. Within the specified range of accounting periods, the record is valid; outside of these periods, the record is not valid and will not be displayed in the code list (list) at all. By limiting the validity, you ensure that records that are 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 period from which the record is valid using the scroll arrow from the list of accounting periods.

Valid To

Select the period at which the record's validity ends using the scroll arrow from the list of accounting periods.

If you require unlimited validity for the record, leave the Valid From and Valid To fields empty (you can remove an already selected value by pressing the Del key). The record will then be usable in all accounting periods. You can also leave one of the fields without a selected value to leave 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 the printed document, individual line items are listed in the order in which they were added to the document. If you want to print the line items in a different order on the printed document, you can use the scroll arrow to select a sort method:

Primary Document Type

Marks the document type being edited as primary. 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, Purchasing tab. This method of designation is particularly suitable when predominantly one document type is being issued.

Start Workflow When Creating a Document

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Related
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