Document Types
- The document types finder will present all the document types, their codes and descriptions in a list.
Document type setup
Select Document types from either the pulse menu -
Note
This is an example screen shot of the pulse menu.
Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution
or enter Document typess in the Quick Launch Side Menu.
Double click on the document type that you would like to edit.
Press Edit.
You can now view the Settings and edit the setup in the Tabs.
Settings
The tick boxes present the document type settings, they cannot be edited as they are author based. The following explains what each tick box means:
- Accrual: When this checkbox is ticked, this Document type is available for accruals.
- Deferred:
- Interco: The Interco flag is ticked on intercompany document types. These document types are more common within environments with multiple legal entities.
- Read Only: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.
- Write off: The Write off flag identifies the document type will be used for write offs.
- Back to back: When this checkbox is ticked, this Document type is available for back-to-back sale & purchase orders.
- Disbursement: When ticked, the document type can be used for the Sale Disbursement of selected purchases & expenses
- Loan: When this checkbox is ticked, this Document type is available to for loan documents.
- Refund: The Refund flag identifies the document type will be used for refunds.
- CB: When this checkbox is ticked, this Document type is available to populate the cash book.
- Due date:
- Outstanding: Any document type with the Outstanding flag ticked must also have the GL flag ticked. The Outstanding document indicates that the document must be allocated to another document.
- Reversal: The Reversal flag identifies the document type will be used for reversals.
- Charge: When ticked, this document type is available for charge documents.
- Elimination: This checkbox is ticked when documents created using this Document Type will be treated as Interco eliminations
- Penny Diff: When this checkbox is ticked, this Document type is available for Penny difference documents.
- Auto reversing: When this checkbox is ticked, this Document type is available to be auto reversed.
- Contra: When this checkbox is ticked, the Document Type(s) will be available for Contra documents e.g. matching of sale and purchase invoices when a contact account is both customer and Supplier.
- FA: When this checkbox is ticked, this Document type is available for Fixed Assets.
- Period end: The Period end flag identifies documents used for year-end rollovers.
- Sale: The Sale flag allows documents to be used for sales.
- Credit entry: Credit entry can be ticked to allow users to enter values for credit notes, refunds and write offs as a credit. These document types will have different multipliers to their debit entry counterparts.
- FX only: The FX only flag is used for FX corrections, it allows a base amount correction without a currency amount. It skips any currency rate calculations.
- Proforma: When this checkbox is ticked, this Document type is available for Proforma movements (e.g. payment in advance for Purchase Order).
- Stock: When this checkbox is ticked, this Document type is available to populate stock levels. NB. You must also tick "Enable Stock" on the stock tab below.
- Credit note: The Credit note flag identifies the document type will be used for credit notes.
- GL: The GL flag states whether the document will post lines to the general ledger.
- Purchase: The Purchase flag allows documents to be used for purchases.
- System: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.
You can also edit the following setup in the tabs:
Note
The tabs differ slighly depending on the document type e.g. the purchase tab will be shown on purchase document types and the sales tab will be shown on a sales document type or as the picture shows below, the bank tab is shown instead as its a bank document type.
- Legal entity: Selecting a legal entity will enforce a legal entity for the document type.
- Contact group: Selecting a contact group will also default the accounts from that contact group, e.g. alternative debtor control accounts.
- Description required enforces the entry of a document header description.
- Default description will automatically populate the description for a document upon creation.
- Invoice address allows for the entry of a invoice address on the document.
- Delivery address allows for the entry of a delivery address on the document.
- Invoice address required will enforce the entry of an invoice address on the document before submission.
- Delivery address required will enforce the entry of an delivery address on the document before submission.
- Split payment per detail
- Access permissions restricts the document types availability to those with the specific states access permission.