Document Types

Documents play a crucial role in conveying a company’s financial activities.
Documents include Invoices, Orders, Balance sheets, Income statements, Cash flow statements, Journals, Budgets, to name a few.

How to view Document types

Viewing Document types

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 types in the Quick Launch Side Menu.

This will then show the Document types on the system where normal customisation of Sets can be used.

Tip

To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

How to create/edit Document Types

Create/Edit Document Types

Select Document types from one of the options as shown above in Viewing Document types.
Either select New, then select template.

or select and open the Document type that you would like to edit, then select Edit.
Select the following options in the Settings section.

Accrual: When this checkbox is ticked, this document type is available for accruals.
Auto reversing: When this checkbox is ticked, this document type is available to be auto reversed.
Back to back: When this checkbox is ticked, this document type is available for back-to-back sale & purchase orders.
CB: When this checkbox is ticked, this document type is available to populate the cash book.
Charge: When ticked, this document type is available for charge documents.
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.
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.
Credit note: The Credit note flag identifies the document type will be used for credit notes.
Deferred:
Deposit: When ticked, the document type is available for deposit creation.
Disbursement: When ticked, the document type can be used for the Sale Disbursement of selected purchases & expenses.
Due date:
Elimination: This checkbox is ticked when documents created using this document type will be treated as Interco eliminations.
FA: When this checkbox is ticked, this document type is available for Fixed Assets.
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.
GL: The GL flag states whether the document will post lines to the general ledger.
Interco: The Interco flag is ticked on intercompany document types. These document types are more common within environments with multiple legal entities.
Loan: When this checkbox is ticked, this document type is available to for loan documents.
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.
Penny Diff: When this checkbox is ticked, this document type is available for Penny difference documents.
Period end: The Period end flag identifies documents used for year-end rollovers.
Proforma: When this checkbox is ticked, this document type is available for Proforma movements (e.g. payment in advance for Purchase Order).
Purchase: The Purchase flag allows documents to be used for purchases.
Read Only: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.
Refund: The Refund flag identifies the document type will be used for refunds.
Reversal: The Reversal flag identifies the document type will be used for reversals.
Sale: The Sale flag allows documents to be used for sales.
Schedule: When this checkbox is ticked, this document type is available for bill scheduling.
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.
System: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.
Withholding: Tick the checkbox to enable the document to be used in the Withholding Tax process.
Write off: The Write off flag identifies the document type will be used for write offs.

Add/edit options in the following tabs:

Note

The tabs differ slightly 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: Select if you wish to enforce a Legal entity for this document type.
- Contact group: Specify a contact group to enforce an alternative control account which is setup against the selected contact group.
- Description required: Tick if you wish to enforce the entry of a description in the document header for this document type.
- Default description: Enter a default description for this document type. You can also include placeholders e.g.Invoice from: {ContactDescription}.
- Their ref required: Tick if you wish to enforce the 'Their Ref' entry on the document header.
- Invoice address: Tick if this document has an invoice address.
- Invoice address required: Tick if you wish to enforce the entry of an invoice address.
- Delivery address: Tick if this document has a delivery address.
- Delivery address required: Tick if you wish to enforce the entry of a delivery address.
- Use legal entity locations: Use the legal entity location as a delivery address.
- Allow Reversal: Tick if you want documents of this type to be available for reversal.
- Split payment per detail: Tick if you want each detail line on a Credit Card Expense to create an individual entry in the Cash Book.
- Import only: If set, this document type will not be available for manual creation.
- General
  - Bank transaction required: Enforces a bank transaction to be required.
  - Reversing journal: Typically ticked for accruals.
  - Net Entry: Defaults net entry when entering values within the document type.
  - Assigned: Allows the creation of unassigned documents. Typical uses would be on unassigned receipts.
- Posting and Validation
  - Relax posting attribute validation: Allows the relaxing of posting attribute validation as part of the posting process. this is commonly used for data uploads where posting attributes are required in Iplicit but are not available or easily identified on the source data.
  - GL only: Tick if you don't wish to populate the sub ledgers (tax, cash book, purchase, sale). Typically used for data migration uploads and year end roll overs.
  - Total check: Enforces the entry of a parity total value. This is commonly used to validate the calculated purchase invoice total for invoices containing multiple lines.
- Responsible
  - Show responsible: Tick this checkbox to show responsible.
  - Responsible required: Tick checkbox if responsible is required.
- Allow
  - Template: Allows the document type to be available for document templates.
  - Recurring: Allows the document type to be available for recurring document templates.
- Tax and Tax Returns
  - No tax: Sets the default tax band to the environment tax band. Typically used on MJs to stop "Standard" tax being defaulted.
  - Aggregate tax: Aggregates tax lines generated from the transaction lines.
  - Allow tax adjustment: Allows the use of the tax adjustment feature.
  - Deferred tax: Allows the document type to be available for deferred tax postings.
  - Include bf period - Documents of this type can be posted to b/f periods.
- Currency/Exchange
  - Exchange rate type: Identify an exchange rate type you wish to enforce on documents using this type.
- Matching and allocations
  - Match by: If matching is required, this identifies whether the matching should be quantity or amount based.
  - Matching required: Enforce matching on documents (Different to allocations).
  - Relaxed matching rules: Allows matching between lines where the account code and analysis attributes vary.
  - Allocation required: Enforces the allocation on payment and receipts. Payments on account will leave this unticked.
- Order
  - Header level -
    
    If Header level option is enabled on Order handling, then a new field Order number will be available on Purchase Invoice.
    
    An Available button will show on the Lines section - . Selecting this option will display the Available section with any matching outstanding Purchase orders - if it hasn't already automatically displayed.
    
    On this Available section you can further filter the available Purchase orders by ticking the filter box for your selected Purchase order/s (multiple Purchase orders can be entered, separate with a common).
    
    You can now select any Purchase orders and move them to the Lines section.
    
    This option is useful to support AP automation where the Purchase order is part of the scanned document.
  - Detail level -
    
    These details are on a line by line basis on the Line section. So you can have various Lines where each line may come from a different Purchase order.
- Project
  - Project handling: Used to identify if a project will be used on the document header and if so, whether the legal entity and contact account will be inherited and enforced from the project.
- The account states the purpose of the document types impact and the accounts that it will effect. Example purposes include: Control Accounts, Bank Accounts, Tax Liability, FX Realised, Interco Loan and more.
- The Print tab is where you can set the report and communication settings on the document type. Select a report you would like to have attached to the document and set the default communication definition and users will have the option to print and send said report.
- Period calculation method:
  - Transaction date: The date the document was entered in Iplicit.
  - Invoice date: The invoice date, document date and payment date set on the document.
  - Tax date: The tax date set on the document.
  - Financial year default period: The default period set on the Financial Year Group (FYG).
  - Period Rule: The period rule set on the FYG \ document type.
- Period calculation min: Identifies the default method to calculate the fiscal period.
- Auto correction: Allows the auto correction of the fiscal period when posting the ledgers. This would commonly be used when a document is raised in 1 month and is not approved until the next but the previous months period has since been closed.
- Amendable: Allows the document period to be changed upon document entry.
- Allows special periods: Allows the use of special periods for the document type, typically used for period end document journals.
- Special periods only: Enforces the use of special periods on documents using this document type.
- The Series tab displays the document series this document type will inherit the document number prefix from. You have the option to change the document series dependent upon legal entity selected.
- Sale or Purchase will be presented depending on the document type.
- The Purchase / Sale tabs become available provided the purchase or sale flag has been ticked.
- Credit note doc type: Identifies the credit note document type associated to the document type.
  
  Note
  
  These fields do not have to be populated.
- Documents convert to -
  
  Tolerance %: Tolerance set in Document Type Matching
- Documents convert from -
- Each document type is related to an access key. To be able to use the document type, a user must be in a User Role with permissions for this attribute, operation.
- The advanced tab shows the document class associated to the document type (this indicates where the document type can be used/found), as well as both the attribute linked to the document type and the account purpose.
- The multipliers effect the values submitted from within the document types form. It ensures the correct desired outcomes for the cashbook.
- Custom fields can be added to a document type to fulfil any specific fields not found at header level within Iplicit.

Updated October 2024

Document Types

How to view Document types

Note

Tip

How to create/edit Document Types

Note