Administration of documents

Document types and subtypes

The documents are grouped into logical groups by modules – Logistics, Finance, Warehouse and can be filtered by selecting “Document Group”. Documents, moreover, are arranged in a tree structure – they have a type, which is the type of operation they describe, and a subtype/subtypes, which are effectively variations on the document type.

For each sub-type, set up numbering, rights, who can see the related information in the document file, and additional document forms if needed.

Document type settings

Setting up documents in the system is done from: ADMINISTRATION > Settings > Administration documents

Numbering

There are 3 types of numbering in the system depending on the document types:

  • Common numbering by document type;
  • Common numbering by company – it is required that each company in the system has a numbering for each document used;
  • Numbering of a specific object (office, cashier, warehouse) from which the document is issued. It is possible for several objects of the same type (warehouses, for example) to use a common numbering.

It is required that for each object in the system (company, office, cashier, warehouse) there is a set numbering for each document used. Without such a setting, you will get an error when trying to create a document.

For each numbering, a prefix, a length in number of characters, and a start number are specified. For example:

  • CO, 10, 101 will generate a start number CO00000101;
  • 01-, 10, 101 will generate a start number 01-0000101;

Rights

Setting rights is done from the Rights tab. The rights are set by the following options: create, edit, cancel, delete or view the specific document type.

Information in the file

There is additional information in the file of each document. Often this information should not be available to everyone. The rights of who can see it is set by the rights icon.

Forms

Every operation in the system generates a document. The documents have default forms. Sometimes, however, these forms need to be changed for specific
companies and specific cases. We have made it possible to create different versions (forms) of the documents. They are created from the “Blanks” tab. A new form is created by clicking (+) Add

WebHooks

For each document type, it is possible to set up WebHooks for integration with other systems:

  • Create an operation
  • Edit operation
  • Cancellation of operation
  • Delete operation

The checkbox in front of each WebHook means whether the external system must necessarily respond with OK to register the creation/change.
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