Issued Order Type

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

A document type serves three functions:

A basic default configuration is already prepared. However, this configuration must be adjusted and supplemented according to your own requirements.
It is used when issuing a purchase order.

You can open the list in the "Purchasing" module under "Document Types – Purchase Order Types".
The toolbar at the top of the table contains a number of buttons whose functions are described in the separate 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 toolbar at the top of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls".

Code

Required field, may 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 code possible to make it easier to distinguish document types in the list.

Name

Required field, may contain up to 255 characters.

This generally represents the record in overviews, print reports, or selection lists, so the name should identify the record in a unique way.

If you set up foreign languages during 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 document series list manually or using the scroll arrow. 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 helps 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:

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Tab "Posting"
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Vendor Invoice Type

The values listed in the menu Purchasing – Document Types – Vendor Invoice Types are available.

Goods Receipt Type

The values listed in the menu Inventory – Warehouse Document Types are available.

Cost Center

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

Activity

Select from the activity list manually or using the scroll arrow. This will be populated into the purchase order in the "Document Specification" tab. The operator can change this activity.

Currency

Select from the currency list manually or using the scroll arrow. This is automatically preset to the currency of the country specified in the company's initial setup.

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Tab "Print"
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Completing 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 settings configured here are 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 copy, dispatch note.

Summarized

Extended

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

Document Description

The text entered here will be transferred to purchase orders 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 purchase orders of this type into the "Introduction" tab in the upper left panel, and subsequently printed above the line items on the purchase order.

Closing Text

The text entered here will be transferred to purchase orders of this type into the "Conclusion" tab in the upper left panel, and subsequently printed below the line items on the purchase order.

Text for Sending …

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

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

Description

A detailed description of the purchase order type.

Note

A detailed note about the purchase order type.

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Tab "Administration"
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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 accounting period range; outside of those periods, 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 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 becomes 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 (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 specific 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 the line items to be listed in a different order on the printed document, you can use the scroll arrow to select a sorting method:

Primary Document Type

Marks the document type being edited as primary. The primary document type selected here 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 useful when predominantly issuing a single document type.

Start workflow when creating a document.

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Related
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