Document Types

The document types finder will present all the document types, their codes and descriptions in a list.

Document type setup

Select Document types from either the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution

or enter Document typess in the Quick Launch Side Menu.
Double click on the document type that you would like to edit.
Press Edit.
You can now view the Settings and edit the setup in the Tabs.

Settings

The tick boxes present the document type settings, they cannot be edited as they are author based. The following explains what each tick box means:
- Accrual: When this checkbox is ticked, this Document type is available for accruals.
- Deferred:
- Interco: The Interco flag is ticked on intercompany document types. These document types are more common within environments with multiple legal entities.
- Read Only: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.
- Write off: The Write off flag identifies the document type will be used for write offs.
- Back to back: When this checkbox is ticked, this Document type is available for back-to-back sale & purchase orders.
- Disbursement: When ticked, the document type can be used for the Sale Disbursement of selected purchases & expenses
- Loan: When this checkbox is ticked, this Document type is available to for loan documents.
- Refund: The Refund flag identifies the document type will be used for refunds.
- CB: When this checkbox is ticked, this Document type is available to populate the cash book.
- Due date:
- Outstanding: Any document type with the Outstanding flag ticked must also have the GL flag ticked. The Outstanding document indicates that the document must be allocated to another document.
- Reversal: The Reversal flag identifies the document type will be used for reversals.
- Charge: When ticked, this document type is available for charge documents.
- Elimination: This checkbox is ticked when documents created using this Document Type will be treated as Interco eliminations
- Penny Diff: When this checkbox is ticked, this Document type is available for Penny difference documents.
- Auto reversing: When this checkbox is ticked, this Document type is available to be auto reversed.
- Contra: When this checkbox is ticked, the Document Type(s) will be available for Contra documents e.g. matching of sale and purchase invoices when a contact account is both customer and Supplier.
- FA: When this checkbox is ticked, this Document type is available for Fixed Assets.
- Period end: The Period end flag identifies documents used for year-end rollovers.
- Sale: The Sale flag allows documents to be used for sales.
- Credit entry: Credit entry can be ticked to allow users to enter values for credit notes, refunds and write offs as a credit. These document types will have different multipliers to their debit entry counterparts.
- FX only: The FX only flag is used for FX corrections, it allows a base amount correction without a currency amount. It skips any currency rate calculations.
- Proforma: When this checkbox is ticked, this Document type is available for Proforma movements (e.g. payment in advance for Purchase Order).
- Stock: When this checkbox is ticked, this Document type is available to populate stock levels. NB. You must also tick "Enable Stock" on the stock tab below.
- Credit note: The Credit note flag identifies the document type will be used for credit notes.
- GL: The GL flag states whether the document will post lines to the general ledger.
- Purchase: The Purchase flag allows documents to be used for purchases.
- System: Where ticked, documents of this type are read only e.g. reversal document for an FX revaluation.

You can also edit the following setup in the tabs:

Note

The tabs differ slighly depending on the document type e.g. the purchase tab will be shown on purchase document types and the sales tab will be shown on a sales document type or as the picture shows below, the bank tab is shown instead as its a bank document type.
- Legal entity: Selecting a legal entity will enforce a legal entity for the document type.
- Contact group: Selecting a contact group will also default the accounts from that contact group, e.g. alternative debtor control accounts.
- Description required enforces the entry of a document header description.
- Default description will automatically populate the description for a document upon creation.
- Invoice address allows for the entry of a invoice address on the document.
- Delivery address allows for the entry of a delivery address on the document.
- Invoice address required will enforce the entry of an invoice address on the document before submission.
- Delivery address required will enforce the entry of an delivery address on the document before submission.
- Split payment per detail
- Access permissions restricts the document types availability to those with the specific states access permission.
- General
  - Bank transaction required: Enforces a bank transaction to be required.
  - Reversing journal: Typically ticked for accruals.
  - Net Entry: Defaults net entry when entering values within the document type.
  - Assigned: Allows the creation of unassigned documents. Typical uses would be on unassigned receipts.
- Posting and Validation
  - Relax posting attribute validation: Allows the relaxing of posting attribute validation as part of the posting process. this is commonly used for data uploads where posting attributes are required in Iplicit but are not available or easily identified on the source data.
  - GL only: Tick if you don't wish to populate the sub ledgers (tax, cash book, purchase, sale). Typically used for data migration uploads and year end roll overs.
  - Total check: Enforces the entry of a parity total value. This is commonly used to validate the calculated purchase invoice total for invoices containing multiple lines.
  - Manual post (Daybook): Configured in the Daybook setup.
- Responsible
- Template/Recurring
  - Allow template: Allows the document type to be available for document templates.
  - Allow recurring: Allows the document type to be available for recurring document templates.
- Tax and Tax Returns
  - No tax: Sets the default tax band to the environment tax band. Typically used on MJs to stop "Standard" tax being defaulted.
  - Aggregate tax: Aggregates tax lines generated from the transaction lines.
  - Allow tax adjustment: Allows the use of the tax adjustment feature.
  - Deferred tax: Allows the document type to be available for deferred tax postings.
  - Include bf period - Documents of this type can be posted to b/f periods.
- Currency/Exchange
  - Exchange rate type: Identify an exchange rate type you wish to enforce on documents using this type.
- Matching and allocations
  - Match by: If matching is required, this identifies whether the matching should be quantity or amount based.
  - Matching required: Enforce matching on documents (Different to allocations).
  - Relaxed matching rules: Allows matching between lines where the account code and analysis attributes vary.
  - Allocation required: Enforces the allocation on payment and receipts. Payments on account will leave this unticked.
- Order
  - Header level -
    
    If Header level option is enabled on Order handling, then a new field Order number will be available on Purchase Invoice.
    
    An Available button will show on the Lines section - . Selecting this option will display the Available section with any matching outstanding Purchase orders - if it hasn't already automatically displayed.
    
    On this Available section you can further filter the available Purchase orders by ticking the filter box for your selected Purchase order/s (multiple Purchase orders can be entered, separate with a common).
    
    You can now select any Purchase orders and move them to the Lines section.
    
    This option is useful to support AP automation where the Purchase order is part of the scanned document.
  - Detail level -
    
    These details are on a line by line basis on the Line section. So you can have various Lines where each line may come from a different Purchase order.
- Project
  - Project handling: Used to identify if a project will be used on the document header and if so, whether the legal entity and contact account will be inherited and enforced from the project.
  - Proforma: Restricts the document type for proforma usage only.
  - FX realised doc type: Identifies the document type to be used for FX realised documents created from this document type.
- The account states the purpose of the document types impact and the accounts that it will effect. Example purposes include: Control Accounts, Bank Accounts, Tax Liability, FX Realised, Interco Loan and more.
- The Print tab is where you can set the report and communication settings on the document type. Select a report you would like to have attached to the document and set the default communication definition and users will have the option to print and send said report.
- Period calculation method:
  - Transaction date: The date the document was entered in Iplicit.
  - Invoice date: The invoice date, document date and payment date set on the document.
  - Tax date: The tax date set on the document.
  - Financial year default period: The default period set on the Financial Year Group (FYG).
  - Period Rule: The period rule set on the FYG \ Document type.
- Period calculation min: Identifies the default method to calculate the fiscal period.
- Auto correction: Allows the auto correction of the fiscal period when posting the ledgers. This would commonly be used when a document is raised in 1 month and is not approved until the next but the previous months period has since been closed.
- Amendable: Allows the document period to be changed upon document entry.
- Allows special periods: Allows the use of special periods for the document type, typically used for period end document journals.
- Special periods only: Enforces the use of special periods on documents using this document type.
- The Series tab displays the document series this document type will inherit the document number prefix from. You have the option to change the document series dependent upon legal entity selected.
- Sale or Purchase will be presented depending on the document type.
- The Purchase / Sale tabs become available provided the purchase or sale flag has been ticked.
- Credit note doc type: Identifies the credit note document type associated to the document type.
- Refund doc type: Identifies the refund document type associated to the document type.
Note

These fields do not have to be populated.
- Documents convert to -
- Documents convert from -
- Each document type is related to an access key. To be able to use the document type, a user must be in a User Role with permissions for this attribute, operation.
- The advanced tab shows the document class associated to the document type (this indicates where the document type can be used/found), as well as both the attribute linked to the document type and the account purpose.
- The multipliers effect the values submitted from within the document types form. It ensures the correct desired outcomes for the cashbook.
- Custom fields can be added to a document type to fulfil any specific fields not found at header level within Iplicit.

Document Types

Document type setup

Note

Settings

Note