Document Type

Application > Financial Management > Accounting > Setup > Document Type

Overview

Each document type in Etendo refers to a business transaction such as purchase orders, shipments or sales invoices, among others. Etendo includes a complete set of standard Document Types needed for the application to work properly.

This set is bundled into two reference datasets:

Standard document types for orders, invoices, etc. and settings - Core - English (USA)
Document types and default algorithm for bank statement auto matching - Advanced Payables

Info

These datasets can be imported into the application during its initial setup using Initial Client Setup or Initial Organization Setup processes. Or if the application is already up and running, these datasets or their updates can be installed using Enterprise Module Management window.

The complete list of standard document types is the following:


Document Type Name	Document Category	Business Transaction
AP CreditMemo	AP Credit Memo	Purchase Credit Memo
AP Invoice	AP Invoice	Purchase Invoice
AR CreditMemo	AR Credit Memo	Sales Credit Memo
AR Invoice	AR Invoice	Sales Invoice
Return Material Sales Invoice	AR Return Material Invoice	Return Material Sales Invoice
Reversed Sales Invoice	AR Invoice	Reversed Sales Invoice
MM Receipt	Material Receipt	Goods Receipt
RTV Shipment	Material Receipt	Return to Vendor Shipment
MM Shipment	Material Delivery	Goods Shipment
RFC Receipt	Material Delivery	Return from Customer receipt
Purchase Order	Purchase Order	Purchase Order
RTV Order	Purchase Order	Return to Vendor
Quotation	Sales Order	Sales Quotation
RFC Order	Sales Order	Return from Customer Sales Order
POS Order	Sales Order	Point of Sales Order
Warehouse Order	Sales Order	Warehouse Order
Standard Order	Sales Order	Sales Order
AP Payment	AP Payment	Payment Out
AR Receipt	AR Receipt	Payment In
Financial Account Transaction	Financial Account Transaction	Financial Account Transaction
Bank Statement File	Bank Statement File	Bank Statement
Payment Proposal	AP Payment Proposal	Payment Proposal
Reconciliation	Reconciliation	Reconciliation
Doubtful Debts	Doubtful Debt	Doubtful Debt
Cost Adjustment	Cost Adjustment	Cost Adjustment
Landed Cost	Landed Cost	Landed Cost
Landed Cost Cost	Landed Cost Cost	Landed Cost Cost
Inventory Amount Update	Inventory Amount Update	Inventory Amount Update

Important

New document types could be added to the list above. If that is the case, an updated version of the Reference Data containing the new document types will be provided by Etendo in new versions. That newly created Reference Data will have to be applied to the corresponding Organization in the Enterprise Module Management. It is also possible to manually create new document types, but this process should be done by an advanced user, as explained below.

Advanced User Guide

The Document Type window allows advanced users to configure how each document type is going to behave in terms of accounting and sequencing among others.

Fields to note:

An Organization is a unit of your client or legal entity.
The Name of the document.
The G/L Category is an optional, user defined method of grouping journal lines.
The Print Text which is the name of the document to be printed.
A Document Category is the document base type that identifies a document. Multiple document types may share a single document category.
The SSO Sub Type indicates the type of sales order this document refers to.

Info

This field only appears when the Document Category is Sales Order.

The selection made here will determine which documents will be generated when an order is processed and which documents must be generated manually or in batches. The following outlines this process.
- The Standard Order option generates just the Order document when the order is processed. The Delivery Note, Invoice and Receipt must be generated via other processes.
- The Warehouse Order option generates the Order and Delivery Note. The Invoice and Receipt must be generated via other processes.
- The On Credit Order option generates the Order, Delivery Note and Invoice. The Receipt must be generated via other processes.
The Sequenced Document flag could be disabled or enabled if it is required to either
- manually number a document type
- or automatically number a document type according to a given document sequence.
The Document Sequence indicates the sequencing rule to use for this document type.

Info

This field is only displayed when the Sequenced Document checkbox is selected.
The Table indicates the table to which the document type corresponds.
The Sales Transaction checkbox indicates if this item is a Sales Transaction. If not checked, by default the item refers to a Purchase transaction.
The Return checkbox indicates if the document is of reversal type. Documents with this flag enable using negative quantities.
The Credit Memo checkbox is enabled by default for Credit Memo document types such as AR Credit Memo and AP Credit Memo:
- Credit Memo document types are also reverse or cancelled documents type however, those behave differently than return document types, for instance:
  - they generate invoices with positive invoiced quantity/ies
  - therefore, the posting is always opposite to the invoices one, regardless the Allow Negative checkbox setup:
    
    Account Debit Credit Comments
    
    Customer Receivables Line Net Amount One per invoice line
    
    Tax Debit Tax Amount One per tax line
    
    Product Revenue Total Gross Amount One per invoice

Document Cancelled, if any, is the document to use for voiding a given document type.

For instance, a Reversed Sales Invoice document type can be set as the document canceled of an AR Invoice, therefore that one will be the one to use while voiding an AR Invoice (or sales invoice).

A Reversed Sales Invoice document type is also an AR Invoice document type, but it can have a different sequencing by just linking it to a different document sequence.

besides, it is set as a Return document type, which means that:

it generates a negative sales invoice with a negative invoiced quantity/ies
therefore, the posting will be opposite to the sales invoice one, as described below, in case Allow Negative checkbox is enabled and in case it is not:


Account	Debit	Credit	Comments
Customer Receivables	(-) Line Net Amount		One per invoice line
Tax Debit		(-) Tax Amount	One per tax line
Product Revenue		(-) Total Gross Amount	One per invoice


Account	Debit	Credit	Comments
Customer Receivables		Line Net Amount	One per invoice line
Tax Debit	Tax Amount		One per tax line
Product Revenue	Total Gross Amount		One per invoice

The Active checkbox can be used to activate or deactivate this document type.
The Default checkbox indicates if this record is to be used as a default value.

Info

The following fields are only displayed when the selected document category is Sales Order.
The Document Type for Invoice field indicates the document type that will be used when an invoice is generated from this sales document. It allows to define the document (i.e. Return Material Sales Invoice) to use while creating a Sales Order from a Return Material Document Type, like Return From Customer.
The Document Type for Order field allows the user to define for the Quotation Document Type the document (i.e Standard Order) to use while creating a sales order from a sales quotation.
The Document Type for Shipments field indicates the document type that will be used when a shipment is generated from this sales document.
The Document Type for Simplified Invoice field indicates the document type that will be used when a simplified invoice is generated from this sales document.
The Document Type for Aggregated Invoice indicates the document type that will be used when an aggregated invoice is generated from this sales document.

Report Templates

The Report Templates tab allows the user to configure a different aspect for the printables related to each document type by setting up Jasper .jrxml templates.

Info

By default, these templates are included in the datasets mentioned in the overview.

It is possible to print document types such as Goods Shipments or Sales Invoices by using the Print action button, which can be found in the corresponding window toolbar.

In Etendo, every document suitable to be printed is linked to a standard report template.

If necessary, report templates can be customized and even new ones can be created and therefore linked to a given document type.

Warning

Even though this option is available in this functional tab, this configuration must be done by a developer.

Email Definitions

The Email Definitions tab supports the creation of as many email templates as required, depending on the language to be used for sending the documents by email. Documents can be sent by email by using the action button Email which can be found in the corresponding toolbar.

As shown in the image above, it is possible to define:

A Subject template to be populated with real data every time a given document is sent by email.

For instance: New Invoice (@our_ref@) will turn into New Invoice (SI/2589) where SI/2589 is the number of the invoice sent by email.
A Body template to be populated with real data every time a given document is sent by email.

For instance: Dear @cus_nam@, Find attached the invoice @our_ref@ corresponding to the products you received from F&B International Group. will turn Dear Healthly Food Supermarkets Co., Find attached the invoice SI/2589 corresponding to the products you received from F&B International Group.

Here is the list of possible tags:

@cus_ref@: The document reference of the customer.
@our_ref@: The reference of the document.
@cus_nam@: The name of the customer.
@sal_nam@: The name of the sales representative.
@bp_nam@: The Business Partner name.
@doc_date@: The document date.
@doc_desc@: The document description.
@doc_nextduedate@: The next due date (if document has associated any payment plan).
@doc_lastduedate@: The last due date (if document has associated any payment plan).

Translation

In this tab, document types can be translated to any language required. To do this, create a new record and fill the corresponding fields, as shown below.

This work is a derivative of Document Type by Openbravo Wiki, used under CC BY-SA 2.5 ES. This work is licensed under CC BY-SA 2.5 by Etendo.