Create documents

The documents in the system are a reflection of the actual transactions carried out in the company. All documents in the system, regardless of their type, are linked to your object, depending on their purpose. The objects are your own company, office, shop, POS, warehouse and cashier. In addition, documents always have another side – to a customer, from a supplier, to/from a warehouse, to/from a cashier, between own companies, warehouses, cash registers, etc.

The creation of the documents is a matter of rights by user or by role, being closely related to the objects of the company. Create permissions are configured at the document level from Administration > Settings > Administration Documents. Note that the right to create a document is different from the right to see it. You can read more about rights here.

The process of creating a document involves completing the following basic blocks that are related to the information you “give” to the system:

Block Description
Document type Document types in the system:
  • sale documents: sale, offer, exchange
  • order documents from supplier: order
  • incoming and outgoing financial documents: invoice, proforma, receipt, cash voucher, customs declaration, protocols
  • payment documents: credit, debit, credit, money transfer
  • warehouse documents: dispatch, delivery, picking, stocking, order, relocation, revision, revaluation/inventory, scrapping, rent/lease/consignment, loading, unloading, correction, warehouse arrangement
  • logistics documents: course, completion
  • production documents: work order
Document number The document number is automatically generated according to the set numbering rules. The number is entered manually in the following cases:
  • always on cost financial documents
  • in each document when ticking ” manual number”
Dates of the document Types of dates in the system when creating a document:
  • date of issue of the document. Automatically loads current date, but can be changed by the user.
  • date of taxable event. Automatically loads current date, but can be changed by the user.
  • system date. Loads and records the exact date and time when the document was created. Cannot be modified by a user.
Contractor

Indicate the counterparty (individual or legal entity) with whom you have a specific business relationship to be reflected in the system. Types of counterparties:

  • client
  • supplier
  • bank
  • state organisations
Terms of the document Depending on the type of document, there are several conditions that must be met. They give the system more information about the document and subsequent operations. These can be, for example, in the case of a sale – trader, tax transaction, type of subsequent warehouse operations (handover), type of financial document, type of payment, currency, etc.

For details, read the Operational Activity of the relevant module for the specific document. For example, for invoice terms, go to the Finance module.
Lines of the document In the rows of the document table, items, services, revenue or expense financial categories are selected or imported from an xls file.
Additional table columns Option to add additional columns of information by placing a tick in the corresponding checkbox. Depending on the document type, different columns are added to the table.
Information on amounts At the end of the document, an infomation is generated for the sum of all lines of the document, which includes Amount, Tax Base, VAT and Total. If the document is in currency, the lev equivalent of the amounts shall be added at the bottom as an additional line.
Description and description for internal use The description field is used to add additional information concerning the document. Usually the system adds an automatic description for the related documents, for example in the CRP it indicates which financial document the payment is for. Although systematic, this description can be edited. The “Description” field is displayed in the printed forms of the document.

The “description for internal use” field is used to add information to the document in free text that the operator considers important. It is not displayed on the printed form.

Create a document

Confirmation of the entered information and the final creation of the document is done via the Confirm button.

Document refusal

To cancel the creation of the document, click Cancel. No document will be generated and the information entered in any of the blocks will not be saved.
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