Document types can be created for purchase invoices, travel expenses, credit invoices, payments, overpayments, and expense invoices. Each document type to be created always has a unique name and identifier (its own document number series).
After creation, the default document types must also be defined in the general settings under the Other settings tab.
Creating a New Document Type
- Go to the Registers – Document Types view
- Click the New- button
- Select in the opened window whether the document type is to be created for Invoices or Payments
- You can create a maximum of three (3) document types for payments.
- Document types for payments are created only if the Accounts Payable is in use.
- Complete the other information in the opened window
- Finally, save the information by clicking the Save- button.
Document Type
Provide a clear and unique name for the document type. The name is often text (OL, Purchase Invoices), numbers (10, 20, 30…) or a combination of these (OL20, Purchase Invoices 2013 or Payments 2013).
Document Type Number
Assign a basic system identifier for each document type, either numeric or alphanumeric. The number must correspond to the numbering used in accounts payable or accounting. For example, the document type number for purchase invoices could be 40, OL13… or for payments 45, OS13… Depending on the interface, the document number may or may not transfer to the basic system. When transferring, care should be taken to avoid overlapping numbering.
Next Document Number
Define from which number the sequential numbering will start. Document numbering can start from number 1 or, if the system is implemented during the financial year, the document numbering can continue sequentially if desired. For example, if document number 29 is in use, the next available number 30 is entered in the Next Document Number field. In the future, the system will offer the next available document number sequentially by document type when processing a new invoice.
Document Type Counter Account
The Document Type Counter Account field is filled in with the liability account only if it varies by document type. If all purchase liabilities are tracked with one liability account, the field is left empty, and the liability account is retrieved from the general settings of Purchase Invoices. If the counter account of the document type is changed, the new information will apply to new invoices.
Changes
From this field, you can check the history of changes made to the specific document type.
By clicking the triangle in front of the Changes word, the history information will open at the bottom of the window.