Document types are an effective tool when working with any document agenda.
Whether you are working with invoices, orders, or cash receipts, each of these agendas has document types with various configuration options.
What is a document type
A document type can be thought of as a template for individually issued documents — it contains a range of data fields that are transferred to the selected document once the document type is applied.
In addition, it can serve as a useful tool for filtering — document types allow you to easily organize the relevant agendas, making filtering simpler across many areas.
General information about document types can be found in our other guide. If you prefer working in the desktop application, the relevant documentation for it will be more useful.
Where to find cash document types
They are very easy to find — there are only three ways: use the search bar, open them via the agenda list, or go through company settings.
Using the search bar
Agenda list
Company settings
In the company settings, document types can be found under the Records tab:
Cash document type settings
Let's move on to the more important part — the configuration itself. By default, the agenda contains only one cash document type ("STANDARD"), but you can of course create new custom types or edit existing ones.
We will walk through an example of how to create a cash document type for cash payments in EUR.
Although the currency of issued cash documents is always primarily determined by the cash register itself — which, among other things, defines the document currency — additional settings can also be associated with such documents, and these are configured through the document type.
Below we will explain the meaning of each field in the cash document type.
Header:
Name: The name of the cash document type
Abbreviation: A unique identifier for the cash document type
Series for receipts: The document series for incoming documents (not required if the document series is already set on the cash register).
Series for payments: The document series for outgoing documents (not required if the document series is already set on the cash register).
Primary document type: Designates this type as the primary one. Depending on the company settings, this type may then be pre-filled when creating individual documents.
Payment method: Specifies the payment method (for cash documents, in the vast majority of cases only cash/cash on delivery payment is applicable)
Due date: The default due date for the cash document type. It takes precedence over company settings, but does not take precedence over an individual due date set on a company.
Discount [%]: A percentage discount applied to all cash documents with this type.
Create recycling fees: If an item added to the cash document has a recycling fee configured, this setting defines whether the fee should or should not be generated.
Accounting tab:
Is accounting: Specifies whether the document should or should not be included in accounting.
Cost center: Pre-fills the cost center for the relevant cash document type.
Activity: Pre-fills the activity for the relevant cash document type.
VAT country: The country in which VAT is applied on the relevant document.
Accounting preset for receipts/payments: Sets the accounting operation, i.e. the accounting preset.
VAT control statement line: Sets the VAT control statement line.
Cash register: Assigns a cash register to the cash document type. In our example, we will use the EUR cash register.
Movement type: Specifies the type of movement (incoming/outgoing). If the document type is to be used for both movement types, leave this field empty.
Rounding tab:
Defines rounding settings for individually issued documents. The meaning of each field is self-explanatory from its name.
Inventory tab:
Generate inventory movement: If the cash document contains stock items, an inventory movement can be generated automatically.
Goods receipt type: For outgoing cash documents, a goods receipt to the warehouse can be generated. This field determines the type of inventory movement.
Goods issue type: For incoming cash documents, a goods issue from the warehouse can be generated. This field determines the type of inventory movement.
Print tab:
Sets the default print report for the individual cash document type. The configured print report will be used when quickly printing the relevant document.
For our example, it is sufficient to pre-set the EUR cash register (which will, among other things, define the currency); the remaining fields are optional and can be configured at your discretion.
Creating a cash document
The process of creating a cash movement is described in our other guide. If you are interested in this topic, feel free to consult the guide.
FAQ
Are the principles of document types the same as for document types in other agendas?
Absolutely — 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 for the list of cash registers.
Can a cash movement be created via the API?
Absolutely — an XML example is available for reference.