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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

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

It is also important to remark that 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. That newly created "Reference Data" will have to be applied to the corresponding Organization in the Enterprise Module Management.

Document Definition

Document type window allows the user to configure how each document type is going to behave in terms of accounting and sequencing among others.

"Standard" Document Types can be customized as required by having into account that:

There are a few fields whose values should not be changed. Those are:

  • the Organization
  • the Document Category
  • and the Table

The rest of the fields can be changed, for instance:

  • the Name of the document
  • the Print Text which is the name of the document to be printed while printing the document.
  • 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.
  • 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 difference document sequence
    • besides, it is set as a "Return" document type, which means that:
      • it generates a "negative" sales invoices 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 checkbox named "Credit Memo" 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
  • The field "Document Type for Order" 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 field "Document Type for Invoice" allows the user 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.

Report Templates

The report template tab allows the user to configure a different look and feel for the document types by setting up Jasper JRXML templates for each document type.

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 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.

Email Definitions

Emails definition 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 e-mail by using the action button Email which can be found in the 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 into
      • "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 rep.
  • @bp_nam@: The Business Partner name [since 3.0MP27]
  • @doc_date@: The document date [since 3.0MP27]
  • @doc_desc@: The document description [since 3.0MP27]
  • @doc_nextduedate@: The next due date (if document has associated any payment plan) [since 3.0MP27]
  • @doc_lastduedate@: The last due date (if document has associated any payment plan) [since 3.0MP27]

Translation

Document types can be translated to any language required.

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.