Bank Document Types

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

A document type has three functions:

A default configuration is provided. However, this configuration must be adjusted and supplemented according to your own requirements.
It is used when issuing bank documents.

You can open the list in the "Money" module under "Document Types – Bank Document Types".
The toolbar at the top 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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Clicking the "New" button opens the form for a new record.

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

Code

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

The value appears in the 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.

In general, this represents the record in overviews, print reports, and selection lists, so it should identify the record in a unique way.

If you set up foreign languages in 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. Clicking the "minus" button closes the foreign-language name fields.

Series for Receipts

Series for Payments

Select from the list of document series 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 posting and helps avoid errors when creating a document.

Each type can have its own document series, but the system also allows having one receipt series and one payment series for a single bank account. In that case, you do not need to fill in these fields here — it is sufficient to fill them in for each entry in the list of bank accounts. This is left to the user's discretion.

For clarity, the form is divided into several tabs:

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Tab "Posting"
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The fields in the "Posting" tab are optional, but configuring them in the document type will significantly simplify your work when creating bank documents — especially when the document is being created by an operator who is not familiar with accounting. Think carefully before leaving any value blank in the document type, as this may create a lot of extra work later.

Document is an accounting document

If you check this box, documents created using this type will affect the accounts. If you do not want the created documents to be included in the accounts, leave this unchecked.

The value of this field can only be changed before the first document of this type is created; after that, the field is read-only.

Bank Account

If you want this bank document type to apply only to a specific bank account, select it here manually or using the magnifier icon.

Transaction Type

If you want this bank document type to apply only to a specific transaction type (receipts only or payments only), select it here manually or using the magnifier icon. The document series and the corresponding posting template are accessible based on the transaction type set here.

Cost Center

If you want this bank document type to apply only to a specific cost center, select it here manually or using the magnifier icon.

Activity

If you want this bank document type to apply only to a specific activity, select it here manually or using the magnifier icon.

VAT Control Statement Line

VAT payers only. This field is not required.

Select the control statement line from the code list manually or using the magnifier icon — only lines corresponding to the country and document type are offered. The line set in the document type will be transferred to newly created documents on the Posting and VAT Line tab, in the VAT Control Statement Line field. Based on the line specified in the document items and document header, values will be loaded into the corresponding lines of the VAT Control Statement form.

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

VAT Country

This field is accessible if Document is an accounting document 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 the VAT records based on the value of this field.

The following fields are only accessible if Document is an accounting document is checked.

Posting Template for Receipts [Credit], for Payments [Debit]

Simplifies the posting of bank documents. Select the contra account from the posting template manually or using the scroll arrow. The bank account will be set automatically if it is filled in the list of bank accounts on the "Posting" tab.

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Tab "Print"
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Completing this tab is optional. Doing so will significantly simplify the printing of documents of individual types. You can also configure multiple print outputs here, such as a cover sheet, a list of bank documents, and so on.
Clicking the "Add" button opens the form for a new record.

Copies

Enter how many times you want the document to be printed.

When printing bank documents, the options are limited. Use the scroll arrow to select "Document".

Report

Use the scroll arrow to select the report you would normally choose from the print options in the top toolbar of the bank document list under the printer button. The print option selected 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 document table overview, you must manually select the required documents.

Summarized, Extended

If certain print outputs can be printed in an extended or summarized format, you can check these boxes here. If the option is not available, the fields are grayed out and inaccessible.

Automatically print when a new document is created

If you check the Automatically print when a new document is created option at the bottom of the print document list, the selected documents will be printed automatically when the document is saved, without you having to manually click the printer button. The program will only ask whether you want to print the document just created.

After confirmation, the selected documents will be printed to the primary printer.
If you do not want the program to keep asking, check the - Do not ask again option. This setting will remain active until the program is closed.

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Tab "Document Texts"
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Completing this tab is not required.
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Document Description

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

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Tab "Texts"
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The "Texts" tab is present in all code lists and all record lists. It contains two fields where you can enter information according to your own needs. Completing them is not required.

Description

You can enter a more detailed description here.

Note

The Note field is used to alert operators to any special characteristics of the record or to flag anything other users should be aware of when working with the record.

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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 range of accounting periods; outside of that range, the record is not valid and will not be displayed in the code list (or selection list) 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. You can also leave just one of the fields blank to leave the start or end of the validity period 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).

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 line items to appear in a different order on the printed document, you can select a sort method using the scroll arrow:

Primary Document Type

Marks the document type being edited as the primary type. The primary document type selected this way will be used when creating a new cash or bank document, provided that the Primary value is selected for the corresponding documents in the company settings, on the Modules tab, Money tab. This method of designation is particularly useful when you predominantly issue one type of document.

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Related
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