Document types are an effective tool when working with any document agenda. Their purpose is to transfer the data configured in the document type into individual documents. They therefore serve as a form of automation.
Whether you are working with invoices, orders, or cash documents, each of these agendas has document types and configuration options available.
A general guide to document types can be found in another article. Here, however, we will be more specific and focus on the configuration options for purchase order types.
Where can I find purchase order types?
The easiest way is to use the search in the web interface — simply type "Purchase order types" and you will be taken directly where you need to go.
There is also a second option — finding purchase order types in the overview of all agendas.
Once you switch to the purchase order types agenda, you will be able to create a new order type or edit an existing one.
Note
The appearance of the web interface can be customized. Configure the web interface to best suit your needs. All the details can be found in our guide.
How do purchase order types work and how do I fill them in?
Because a purchase order is not an accounting agenda, the number of fields that can be filled in on a purchase order type is lower than, for example, an invoice type.
In a purchase order type, you can pre-configure data that will be transferred to a specific order once the type is selected on that order.
A new purchase order type is created using the "New" button in the top-right corner of the application. Within the types agenda, you can also customize the view using filtering, sorting, or column display settings.
This opens the purchase order type editor, where you define the data that will be transferred to the order when it is created from this type.
Let's create, for example, a type for CZK purchase orders. The logic for setting up order types can be based on currencies — meaning you can have a separate order type for each currency. However, any other logic can be used as well, such as separating in-store orders from e-shop orders. Always adapt the structure to best suit your workflow.
By default, not all form fields are displayed. You can easily choose which fields to show or hide in the form field settings.
Let's walk through the individual, most commonly used fields. A description of all fields can be found in the documentation for the desktop application.
Name, Abbreviation
The name of the purchase order type. Used primarily for identification purposes.
Document series
The number series from which the internal number of individual orders will be generated when this document type is assigned.
Primary document type
In company settings, you can configure newly created documents to always be created with the primary document type. If you use this setting and do not want the last used order type to be selected automatically, you can set your preferred type as the primary one.
Bank account
References the bank account list and is used to define which bank account should be populated on individual orders. For CZK orders, for example, a CZK account should typically be selected.
Payment method
References the payment methods codebook. The specified payment method will be populated when creating an order with this type.
Discount
Through the purchase order type, you can pre-define a discount that will always be applied to orders created with this type. If you are interested in all pricing options, refer to our guide.
Accounting tab
Cost center
The cost center that will be used on individual orders created with this type.
Activity
The activity that will be used on individual orders created with this type.
Currency
The currency that will be used on individual orders created with this type. For the purposes of our example, we will enter the value CZK here.
VAT country and its preference on documents
The VAT country that will be used on individual orders created with this type. This is typically related to the One Stop Shop scheme.
Issued invoice type
When creating an issued invoice from a purchase order, you always need to specify the issued invoice type. By setting this value on the purchase order type, you will no longer be prompted to select the issued invoice type each time.
Delivery note type
When creating a delivery note from a purchase order, you always need to specify the warehouse document type. By setting this value on the purchase order type, you will no longer be prompted to select the warehouse document type each time.
More information about creating documents from orders (and the business workflow in general) can be found in our guide on the so-called business workflow.
Rounding tab
On this tab, you can pre-configure the rounding that will be applied to individual purchase orders created with this type.
Once you have filled in everything you need in the purchase order type, simply save it and use it on a specific purchase order.
Using a purchase order type in practice
Navigate to the purchase orders agenda and create a new order, selecting the document type "Order in CZK".
By selecting the type, all data configured within it was transferred to the order — including, for example, the currency, payment details, and the invoice or delivery note type to be created from the order.