Document types are a powerful helper when working with any document agenda.
Whether you are dealing with invoices, orders, or, for example, cash documents, each of these agendas has document types and options for configuring them.
What is a document type
A document type can be considered a template for individually issued documents. It contains a wide range of data that is carried over to the selected document once you add the document type to it.
It can also be a useful aid for filtering: document types let you easily divide the relevant agendas, which makes subsequent filtering simpler in many areas.
General information about document types can be found in our other guide. If you prefer working in the desktop application, you will find more useful information in its documentation.
Where to find cash document types
You can find the types in three ways: using the search in the top bar, through All agendas, or in the company settings.
Using search
Type the name into the search field in the top bar and, under Open agenda, select Cash document types.
All agendas
In the left menu, open All agendas, click the double arrow in the top right of the Cash register tile, and select Cash document types.
Company settings
In Settings › Records › Documents › Document types, select Cash document types.
Configuring a cash document type
By default, the agenda contains a single cash document type (STANDARD). You can, of course, create your own types or edit the existing one. Create a new type using the New button in the top bar; open an existing one by clicking its row and then the pencil at the end of the row.
As an example, we will show a cash document type for cash payments in EUR (HOTOVOST EUR).
The key factor for the currency of issued cash documents is always the cash register itself, which, among other things, defines the document currency. However, other settings can also apply to such documents, and you configure them using the document type.
Below, we explain the meaning of the individual fields of a cash document type.
Basic information
Name: the name of the cash document type.
Abbreviation: a unique identifier of the cash document type.
Receipt series: the document series for income documents (no need to fill it in if a document series is set on the cash register).
Disbursement series: the document series for expense documents (no need to fill it in if a document series is set on the cash register).
Primary document type: marks the type as primary. Depending on the company settings, this type can then be prefilled when you create individual documents.
Payment method: specifies the payment method (for cash documents, in the vast majority of cases only payment in cash or cash on delivery is relevant).
Due date [days]: the default due date of the cash document type. It takes precedence over the company settings, but not over the individual due date set for the company.
Discount [%]: a percentage discount for all cash documents of this type.
Create recycling fees: if an item added to a cash document has a recycling fee set, you determine whether the fee should be created.
Additional fields are available under the More options button on the Accounting, Rounding, Warehouse, and Print tabs. The All together tab displays all fields at once.
Accounting
Is accounting: whether the document should or should not enter the accounting records.
Cost center: prefills the cost center for the given cash document type.
Activity: prefills the activity for the given cash document type.
VAT country: the country in which VAT is applied on the given document.
Posting template - income [CREDIT] and Posting template - expense [DEBIT]: sets the accounting operation, i.e. the posting template.
VAT control statement line: sets the control statement line.
Cash register: assigns a cash register to the cash document type. In our example, we use a EUR cash register.
Movement type: specifies the movement type (income or expense). If the document type should be used for both movement types, leave the field empty.
Rounding
Defines the rounding of individual issued documents: Rounding method, Rounding mode - Total, Rounding precision - Total, and VAT correction.
Warehouse
Generate warehouse document: if the cash document contains stock items, a stock movement can be generated automatically.
Goods receipt type: for expense cash documents, a goods receipt to the warehouse can be generated. The field specifies the type of stock movement.
Goods issue type: for income cash documents, a goods issue from the warehouse can be generated. The field specifies the type of stock movement.
Automatic print settings for the cash document type (print report and number of copies). The configured print report is used for quick printing of the given document.
ℹ️ Some fields (for example, Description, Note, Validity, or Texts on the document) are hidden in the default form layout. You can display them in the form settings.
For our example, it is enough to preset the EUR cash register (which, among other things, determines the document currency); the remaining fields are optional, at your discretion.
Creating a cash document
The creation of a cash document itself is described in our other guide.
FAQ
Are the principles of a document type always the same as for document types in other agendas?
Yes, the principles are always the same and are described in our other guide.
How do I create a new cash register or edit an existing one?
The procedure is described in our other guide on the list of cash registers.
Can a cash document be created via the API?
Yes, an XML example can serve as a sample.
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