The documents in the system are a reflection of the actual transactions carried out in the company. All documents in the system are linked to your own company, office, shop, POS, warehouse and/or cash register. 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.
Access to any document file is a matter of rights per user or per role that are associated with the company objects. View permissions are configured at the document level from Administration > Settings > Administration Documents. Note that the right to see a document file is different from the right to create it. You can read more about rights here.
The document file contains all the information that was set when the document was created.
The document file is divided into several blocks, and we will look at them from top to bottom:
Document type, number, date and status
The first thing the file shows is (1) type, number, date, and (2) status of the document.
(1) Document type
Indicates what the document type is:
- sale documents: sale, offer, exchange
- order documents from supplier: order, order request
- 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
(1) Document number
The document number is automatically generated according to the set numbering rules or manually entered by ticking the “manual number” checkbox. In the case of financial cost documents, each document is entered manually ( enter the number of the document received from the supplier).
You can search the entire system by document number, which includes list searches and general searches of all document types. You can read more about it here.
(1) Date of document
This is the date of issue of the document. A current date is automatically loaded in the document creation, but it may have been changed by the user.
(2) Document status
The statuses are used to better keep track of the document handling process. They are particularly useful for filtering when processing large volumes of documents and show which is the next step in managing different processes. Detailed explanations of all types of document statuses and what they mean can be found here.
Contractor, own objects and conditions, detailed information about the document
Note that different documents have different layouts of information. For example, in the cost documents, own objects and contractors have swapped places compared to what is shown above.
(1) Counterparty
Displays information about the counterparty with which the document is registered.
For greater convenience and quick access, there is a button next to the counterparty name everywhere in the system in all documents which, when pressed, displays his file.
(1) Own objects
This field provides information about which own object the document is registered to. The objects are different, for example in case of a sale it shows which POS the sale was created from, in case of an order and financial documents- which company and office they were created from, in case of a payment – which company and which cash register the payment was registered to, in case of a warehouse document- which company and which warehouse it refers to, etc.
(1) Terms of the document
This field provides information about the conditions under which the document was created and the next steps to be taken to complete the document. In the case of a sale, for example, these are the ways of issuing the goods – whether they will be directly handed over to the customer, whether they will be sent by courier, delivered by company transport or whether they will be picked up after 10 days. Another condition of the sale is the method of billing – whether the customer wants an invoice or just a receipt, what the tax transaction is, and how the customer will pay or has already paid – cash, card, mixed, bank, etc.
In the field you can also find information about the trader( in case of sale) or employee( in case of financial document).
(1) Document details
- document number
- date of document
- which user created the document
- which own company issued the document
- system date and time of document creation
Includes mandatory:
Adds more information according to the document type for:
- document subtype, e.g. “wholesale”
- tax transaction
- currency
- exchange rate
Table with transaction rows and additional columns
Table with transaction lines /costs, services, BOM, material, product(1) clamer!
(1) Document line table
The table shows what the content of the document is – items, services, BOMs, revenue or expense financial categories. Realistically, it’s a list of things you sell or buy, invoice, move, etc.
(2) Checkers to add additional columns to the table
The system allows you to add additional columns with more information about the items/services that are “hidden” in the main view. This is done by inserting a tick into the corresponding checkbox. Depending on the document type, different columns are added to the table.
For financial documents, the following columns may be added:
The following columns may be added to the sale:
The following columns can be added to an order:
Buttons in the document row table
The button to draw the rows in excel generates an xls file. format containing all lines of the document.
The button to display all rows expands the lines and is used for documents with more lines (more than 8-10). Typically in a document with many rows, an internal scroll appears in the table to make it fit any type and size of device, which is especially useful when using Prim.IO from mobile ones. Expanding removes the scroll bar and displays all lines, regardless of their number.
The button for attached financial documents indicates whether a specific line item has been fully or partially invoiced (whether there is a revenue or expense financial document issued – invoice, receipt, cash voucher), as well as whether there are additional costs attached.
Information about the amounts and taxes of the transaction
(1) Sum field
At the end of the document, information is generated about the sum of all lines in the document currency that includes the most frequent:
Note that if the document is in a currency, the currency equivalent of the amounts is added at the bottom as an additional line.
(2) Result field
The Result field summarizes the execution status of the entire document, which includes financial and warehouse information for easy reference. With a glance at the field in the file, you can find out (for example, when selling) how much is left to pay, invoice, write off, what the total amount is, etc. This includes:
Description and description for internal use/note
(1) Field “Description”
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.
(2) Field “Description for internal use” or “Note”
An internal use description/note is used to add information to the document in free text that the operator considers important. It is not displayed on the printed form, but is displayed in a number of places in the system.
Tabs with information in the file
(1) Several elements with additional information may be included in the documents – so-called “tabs”. They are used for easier processing and traceability of subsequent processes. This way, all the information is concentrated and can be accessed from one place, which saves a lot of “walking” through menus and wasting time.
Note that access to each individual tab is a matter of permissions, which are configured at the document level. You can find out more about tab management rights here.
| Tab name | Description |
| Related operations | Displays a list of all issued direct related transactions on the document. Most often these are warehouse, financial and payment documents, but they differ according to the type of master document. For ease of access and handling, the file of each document can be accessed from the button at the end of the row. The table shows the following information:
The “direct” link between documents is important. The tab will not show you documents that do not have such a link. Example of a direct link: |
| Attachments | Ability to upload and download files in multiple formats that affect the master document. It also displays a list of already attached files with the following information:
|
| History | The events that remain in the system and are displayed in this tab are:
|
| Additional costs | Shows the value of the allocated additional costs with details of:
|
| Prices achieved | Displays the achieved prices per item, which are calculated based on pinned direct and indirect costs:
|
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