Document types
Overview
Document types are used in the ERP, to tell apart documents with different purposes, for example Sale orders and Calibration orders ( Both are orders, but of different types ). Document types are always connected to the document, whose sub-type they are.
Users with proper permissions can add new and edit existing document types. Document types can also be exported into an excel file.
Create new document type
This action requires the "create document type" permission.
Creating a new document type requires no special procedures. When on document types' table view, click the "Add new" button to open the "Add new form".
While filling out the form, select a document to which this document type belongs. After adding it's name, you have to write a formula, that will be used to generate document numbers for this document type.
Adding a generator formula is important, because the formula defines the structure of a document type's document number.
In this example, the formula is NEW-QUOTE-%5N-%YYYY, which will generate document numbers, structured as NEW-QUOTE-00001-2024.
NEW-QUOTE- is the prefix that is always the same for all instances of the document type.
%5N is markdown, that defines this as 5 numbers, starting from 00001 up to 99999.
%YYYY is markdown, that defines the date, formatted as year, eg. 2024.
The document number prefix should always be unique to the document type in order to avoid confusion. These prefixes are also useful for quickly discerning a document's type.
To begin using it, just toggle the "Enabled" switch to Yes, ans save the new document type.
Update existing document types
This action requires the "update document type" permission.
When updating a document type, all information, with the exception of the generator formula, can be changed.
The generator formula must not be changed without consult. If a different document number is required, a new document type with the proper generator formula should be created.
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Delete document types
For deletion of existing document types, contact your ERP's administrator.