General information about code lists can be found in the Setting Basic Parameters chapter, section Code Lists.
The document type has three functions:
It defines the basic properties of the document.
It divides documents into groups.
It saves time when creating individual documents by allowing a maximum number of values to be predefined in the document type.
The basic default configuration is ready. However, this configuration must be adjusted and supplemented according to your own requirements.
It is used when creating a received offer.
You can open the list in the "Purchase" module under the option "Document Types – Received Offer 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
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".
Code
Required field, can contain up to 20 characters. The value must be unique among records.
The value will appear 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.
It generally represents the record in overviews, print reports, or selection lists, so the record should be described in a unique way.
If you have 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
Manually or using the scroll arrow, select from the list of document series. If a value is entered, you will not be prompted to select a document series when creating a document. This simplifies the accounting process and helps you 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:
tab "Accounting"
tab "Texts"
tab "Administration"
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Tab "Accounting"
Cost Center
Manually or using the scroll arrow, select from the list of cost centers. This is an informational field that is not carried over anywhere. On documents, it is important to select it, as the document will not be posted without it.
Activity
Manually or using the scroll arrow, select from the list of activities. It is populated into the received offer in the Document Specification tab.
Currency
Manually or using the scroll arrow, select from the list of currencies. The currency of the country specified in the company's initial setup is set automatically.
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Tab "Print"
Filling in this tab makes it easier to print documents of individual types.
Using the drop-down list, you can select which documents of the given type you want to print. The print setting 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 – received offers overview, internal document copy, internal document copy (without totals).
Summarized
Extended
If you check the "Automatically print when creating a new document" checkbox 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 only ask whether you want to print the newly created document.
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Tab "Texts on Document"
The data 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 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 of 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 of 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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Tab "Texts"
The "Texts" tab is included in all code lists and all registers. It contains two fields where you can enter information according to your own needs. Filling them in is not mandatory.
Description
A detailed description of the received offer type.
Note
A detailed note for the received offer type.
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Tab "Administration"
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, the record is valid; outside of that range, the record is not valid and will not be displayed in the code list (register) 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 of the record's validity using the scroll arrow from the list of accounting periods.
Valid To
Select the end period of the record's validity 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 (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 selected 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 be printed in a different order, you can use the scroll 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
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, Purchase tab. This method of designation is particularly useful when predominantly one document type is being issued.
Start workflow when creating a document.
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Related
Documents