12.1.5. Documents

Document Types

The Document Types window, located in Performance Analysis -> Accounting Rules menu is used to define any document to be used in the system. Document types provide the basis for processing of each document and controls the printed name and document sequence used. The following fields are available:

• Name, Print Text, Description - relevant name, printed name and description for the record;

  • GL Category - document category used for reporting;

• Document Base Type - determines the table where the documents are registered, how they are transferred into accounting and the base processing rules. Depending on the base document type, for document type you can select the following options:

  • "Sales Order":

    • SO Sub Type - the sales order subtype: Quotation, Proposal, Prepay, Standard, On Credit, Warehouse, POS;

      • Type of Printed Document - the document printed from the order's window Invoice, Shipment or if not selected Order.

      • Document Type for Invoice - document type used for the invoices generated from the order;

      • Generated Invoice Date - date used on the invoices generated from the order: current date or order date;

    • Document Type for Shipment - document type used for the shipments generated from the order;

    • Generated Shipment Date - date used on the shipments generated from the order: current date or order date;

  • "Purchase Order"

    • Prepay - the order can be used for prepayments. Details in Payment Approval;

  • "Shipment", "Receipt" - the corresponding fields can be used to define shipment or receipt that use confirmations. Details in Confirmations;

  • "Material Movement"

    • • In Transit, In Transit 2 - if checked, the material movement will generate, when "Completed", exit and/or respectively, entry confirmations. The material movement cannot be process unless the confirmations are "Completed". The confirmations are available in the Move Confirmation window;

    • Complete First Confirm - if checked, after "Completing" and entry confirmation (In Transit 2), the exit confirmation will be automatically completed (In Transit);

  • "Inventory In/Out" - select the document subtype: Internal Inventory Use, Internal Inventory Receipt, Physical Inventory;

  • "GL Journal"

    • Limit 2 Equalities - if checked, no more than 2 lines can be entered on a GL journal. If more lines are entered the user will no be able to complete the document;

  • "Production - Work Order"

    • Doc Type Inventory Use - type of the internal inventory use document generated for the disposed products;

      • Doc Type Inventory Receipt - type of the internal material receipt document generated for the final product;

• Return Transaction - indicates that the document type is used to register return transactions;

• Sales Transaction - indicates whether the document type is used for sales or purchasing;

• Mandatory Pay Schedule - if checked, documents of this type must have a payment schedule defined in order to be processed;

• Create Counter Document - indicates that based on this documents of this type counter documents can be generated;

• Default Counter Document - indicates that this document type can be used for resulting counter documents;

• Document is Number Controlled - indicates that this document type uses a numbering sequence;

  • the Document Sequence tab will only be available if "Document is Number Controlled" is checked;

• Document Sequence - document sequence used for all documents of this type, regardless of organization;

• Print Format - default print format used for document of this type;

• Document Copies (informative) - number of copies required when releasing the document.

Starting with v17.11 in the "Document Sequence" tab, you can assign different default print formats (per document type) to each organization, similar to the numbering sequence. Thus, documents of that type on that organization will be printed using the selected format.

Document Sequences

Document sequences (document books) are used for automatic document numbering. After entering a document, when saving it, if the Document No field is left empty, the system will generate a number, using the the rules defined for the docuemnt sequence.

Document sequences are defined in the Document Sequence window, located in Performance Analysis -> Accounting Rules. The following fields are available:

• Name, Description - relevant name and description for the record;

  • Gapless (imposes severe performance penalties) - when generating sequence numbers the system will guarantee that no gaps will exist within the sequence;

    • Note: this does NOT imply the following situation: for invoices 1,2,3,5,6 the next number generated will be 4;

• Auto Numbering

  • "checked"

    • Current Next = "Number on the last document" + Increment;

    • Used for Record ID - if checked, the document sequence will also be used as the unique record ID within the corresponding table (not recommended);

  • "not checked" -> Value Format - formatting rule for the document element. Can contain fixed format elements, variables, etc.

• Prefix, Suffix - text added before and respectively, after the document sequence in order to obtain the document number;

• Unique Document No - the system checks and prevents duplicates when entering document numbers;

For a document type, sequences can be associated to organizations using the Document Sequence tab of the Document Type window. For documents that are based on the following document base types: Sales Order, Purchase Order, Purchase Order Services, Material Receipt, Material Delivery, Services Receipt the sequences can be associated at to warehouses.

When using a document type with defined sequences, the document will be numbered depending on the sequence associated to the issuing organization/warehouse. When adding/deleting document sequences you need to:

• run a Cache Reset Client + Server from the Tools menu;

• run the Sequences Cache Reset process, indicating the document type for which the sequence is reset;

Starting v15.05 the Sequences Cache Reset process can be used when, for example, a document using a sequence is entered and then deleted. This would mark the respective sequence as used and entering a new document with the respective sequence would not be allowed. Running the process will fix this type of issues.

GL Categories

GL categories represent a grouping method for documents that generate accounting transactions. These can be used for groupings or for perfecting and refining the reporting. A GL Category can be associated to a document type and will be applied to each accounting transaction generated by documents of this type

Gl Categories can be defined using the GL Category window, located in Performance Analysis -> Accounting Rules. The following fields are available:

• Name, Description - relevant name and description for the record;

• Category Type - is used to indicate the types of documents for which the GL category can be used:

  • "Document" - operational documents (e.g. invoices, receipts);

  • "Import"

  • "Manual" - GL journals;

  • "System generated"

• Default - if checked this GL Category will be used as a default value for all accounting transactions.

Processes

The Verify Document Types process checks whether a document type exists for each base document type and generates missing accounting calendar period records for all document types.

The Reopen Document located in the Performance Analysis -> Accounting Rules menu can be used to change the document's status from "Closed" to "Completed". Process parameters:

• Organization, Document Base Type, Document Type, Document Date - selection filters for the documents that will be reopened;

• Document No - enter the document number for the document due to be re-opened;

• Journal Batch- select if a GL Journal Batch needs to be re-opened, for the GL Journal document base type;

Note: for the documents base types that have no Document Types and, therefore, no Document Numbers (e.g. Bank Statement, Cash Journal), the documents will be opened/searched for only by date.

Starting with v16.12, when used for orders, the process will also set qty lost sales to 0;