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Work with document types (GDMD05601)

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These entries are used to categorise the different types of documents in DC1 Financials and the invoice related documents in DC1 Distribution. This program is pre-loaded with values ready to use if they are suitable for your company. The document type controls the following functions:

  • system identity; G/L, A/R and A/P
  • document numbering
  • reversal of amounts for accounting at manual entry
  • sign validation of amounts at manual entry
  • which panels that will be displayed during manual entry
  • which voucher type is allowed at manual entry
  • the text of the document, if no text is entered manually
  • VAT refunding
  • interest calculation
  • statistics
  • control account overriding the system defaults
  • contra accounting transactions via pseudo accounts

Options

Selection fields

System id
This column lists the system identities of the document types.
Document type
This column lists the existing document types.
Description
Displays a description of the related document type.
Data type
This column lists the data types for A/R and A/P document types.
Reverse sign
Displays if you want to reverse the sign of the amount entered contra the control account for documents with this document type.

Work with document types (GDMD05604)

Related topics

These entries are used to categorise the different types of documents in DC1 Financials. This program is pre-loaded with values ready to use if they are suitable for your company. The document type controls the following functions:

  • system identity; G/L, A/R and A/P
  • document numbering
  • reversal of amounts for accounting at manual entry
  • sign validation of amounts at manual entry
  • which panels that will be displayed during manual entry
  • which voucher type is allowed at manual entry
  • the text of the document, if no text is entered manually
  • VAT refunding
  • interest calculation
  • statistics
  • control account overriding the system defaults
  • contra accounting transactions via pseudo accounts

Function keys

Number series/Display number series Either update or view information from the Work with document number series program.

System identity
Enter the system identity, where this document type is used. The system identities are defined in the Language table.
Document type
Description
Voucher type
This field is only displayed if DC1 Financials is installed. Enter a voucher type for the document type, if you want the system to allow only this voucher type at manual entry. The voucher type controls the voucher numbering of the transactions with this document type. If you leave the field blank, all voucher types are valid.
Reverse sign
This field is only displayed if DC1 Financials is installed. Indicate if you want to reverse the sign of the amount entered contra the control account for documents with this document type.

For example:

NO for invoices means that when you enter positive amounts, they will be debited the control account. This is useful for A/R invoices. YES for invoices means that positive amounts will be credited the control account. This is useful for A/P invoices.

Example of how to set up the document types:

Value Description
A/R invoice – NO Positive amounts entered will debit the control account.
A/R payment – YES Positive amounts entered will credit the control account.
A/P invoice – YES Positive amounts entered will credit the control account.
A/P payment – NO Positive amounts entered will debit the control account.
Sign validation
This field is only displayed if DC1 Financials is installed. Enter the code for sign validation. This code controls which validations that should be performed for the transaction amount at manual entry.

The following codes are valid:

Code Description
0 Positive, negative and zero amounts are valid.
1 Only positive amounts are valid.
2 Only negative amounts are valid.
3 Positive and negative amounts are valid.
4 Only zero amounts are valid.

Note: For document data type 3, difference documents, a sign validation is also performed for difference documents on the A/R settlement differences panel.

The validation is performed according to the following rules:

Code Description
1 Only positive amounts are valid (and zero).
2 Only negative amounts are valid (and zero).
3 Positive and negative amounts are valid (and zero).

Note: The amount can always be left blank, so zero amount is always allowed for difference documents.

Document number

The handling of the document numbering depends on the parameters in the fields below.

Handling code
This field is only displayed if DC1 Financials is installed. Enter the handling code for this document type.

The following codes are valid:

Number series
Enter the number series from the Work with document number series file for this document type. The system will retrieve the number after last used from this number series at entry and update. This value need only be entered if you entered 1 in Handling code.
Check balance
This field is only displayed if DC1 Financials is installed. Indicate if you want the system to check that the balance is zero for the G/L postings within each document number.
Unique number series
This field is only displayed if DC1 Financials is installed. Indicate if it is allowed to use a number series already used on another document type with handling code 1.
Data type
This field is only displayed if DC1 Financials is installed.Leave this field blank for document types with the system identity G/L. For A/R and A/P you can enter the data types displayed below. Note: The value(s) that you may enter for this field are depending on the language defined for your user profile in the Work with DC1 user profiles file. Special panel value translation must be defined for this language in the Language table.

Valid data types:

Type Description
1 Invoice documents.
2 Payment documents.
3 Difference documents: cash discounts, hidden discounts, exchange rate differences and debit note differences.
4 Control account adjustment documents, e.g. when an adjustment is made between control accounts and there is no influence on the debtor balance.
5 Redefinition documents, e.g. instalments and grouped invoices.
6 Bill transactions. If this document type is used during the acceptance of an A/R payment, an open A/R bill transaction will be created and the balance amount of the debtor will remain open.

For example:

  1. Invoice is entered for one debtor, but payment was made to another one with a different control account. At reversal of settlement, adjustment transactions are created.
  2. Group documents are created that use a different control account than the original documents.
  3. Changing of control accounts because receivables change from normal to doubtful.
  4. When an invoice is settled with a multicurrency payment the system automatically creates additional postings using the XIC document type. The reason for this is that the postings for the invoice and the postings for the payment are kept in different currency sub-accounts. The XIC document type makes additional postings in order to settle postings that are made with different currencies.

When you use the data types 1, 2, 3, 5 and 6, click Next to access another panel, where you define more parameters. In enquiry mode you are only able to view parameters defined for the data types.

Summarised
Only applicable if you are running the French or Italian application. Indicate if G/L transactions should be summarised per document type (based on this document type) and on payments per document date.

Work with document types (GDMD05605)

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On this panel you define the data type 1 documents – invoices.

Function keys

Panel control

Preliminary invoice
This field is only displayed if you are maintaining an A/P document type. Indicate if this document type is used for entering preliminary invoices.
Terms of payment
This field is only displayed if the document is an A/P invoice. Enter a code from the Terms of payment table.
Final document type
This field is only applicable if you are maintaining an A/P document type which is used for entering preliminary invoices. Enter the final document type that preliminary invoices, which are defined using the document type you are maintaining, should receive when they are made final. The system will automatically retrieve it during the promotion.

Note: If you leave this field blank, the system will retrieve the system document type for the final invoice when running the A/P invoice automatic matching routine. During manual invoice matching, the system will retrieve the same document type as for the preliminary invoice.

Contra accounting

Work with document types (GDMD05606)

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On this panel you define the data type 2 documents – payments.

Function keys

Panel control

Bank deposit list
Indicate if additional bank deposit fields should be displayed on the Cash book details entry panel when this document type is used.
Default banking det
Indicate if default bank details for the business partner should be retrieved to the A/R bank deposit list printout when this document type is used.
Operation code
Enter the applicable operation code to indicate to the bank how to handle an A/R or A/P payment defined with this document type.

The following codes are valid:

Application Code Description
A/R 02 Transfer
08 Withdrawal
60 Bill/Draft
A/P 02 Transfer
27 Scheduled transfer
28 Scheduled transfer
PI International transfer
Acceptance type
Enter an acceptance type to indicate to the bank how to handle an A/R payment defined with this document type.

Valid values are:

Value Description
0 LCR not accepted
1 LCR accepted
2 BOR
Economic code
Enter the applicable economic code to indicate to the bank how to handle an international A/P payment defined with this document type.
Remittance type
Enter a remittance type to indicate to the bank how to handle an A/P payment defined with this document type.

Valid values are:

Value Description
1 Single date and single currency
2 Single date and multi-currency
3 Multi-date and single currency
4 Multi-date and multi-currency
Charge posting
Enter a value to indicate to the bank who to charge for an international A/P payment.

Valid values are:

Value Description
13 Recipient
14 Sender and recipient
15 Sender
Debit type
Enter a debit type to indicate to the bank how to handle an international A/P payment defined with this document type.

Valid values are:

Value Description
1 Overall rate of delivery
2 Rate unitary operation
3 Supported (not documented) rate

Contra accounting

Pseudo temp asset
This field is only displayed if you are maintaining an A/P document type. It determines which pseudo account should be used for the temporary asset accounting to be used for temporary update of an A/P payment proposal. The pseudo account must begin with an X and consist of the number of positions defined by the value in Pseudo account code, and the system validates it against the Pseudo account file.
Portfolio type
This field is only displayed if you are maintaining an A/R document type. It is used to determine the contra accounting for documents in portfolios, and the system validates it against Work with portfolio types. It is only valid if Liquid entry panel is defined with 1 or 2. The contra accounting will be handled via the values set up for the portfolio type.

Work with document types (GDMD05607)

Related topics

On this panel you define the data type 3 documents – differences.

Function keys

Panel control

VAT refunding
Indicate if you want VAT to be refunded when the debtor deducts cash discount from the payment. You can only set this field to YES for the document type connected to a cash discount system document type. The VAT refund rules are defined in Work with VAT handling codes.

Contra accounting

Note: With the pseudo account code set to 6, and data type set to 3, an additional field, Pseudo account cred, will be displayed. Here you can define a second pseudo account for losses.

You may enter two or three characters in Pseudo account depending on whether Pseudo account cred is left blank or not. This is because in the first case the pseudo account code is automatically completed with A for gains and B for losses.

Note: This field is used for difference documents in combination with the value set in Pseudo account cred.

Pseudo account cred
This field is only displayed for difference documents, data type 3 and is only valid if Pseudo account code is set to 6. You may leave this field blank or enter a three character pseudo account code that has to start with an X. This code determines which pseudo account will be used for posting of difference losses.

If this field is left blank any losses will be posted to the pseudo account XLBZZZ, where XL stands for the two character code entered in Pseudo account. The third character is always B for losses and ZZZ is the transaction currency code, when defined. If pseudo account XLBZZZ is not defined, any losses will be posted to pseudo account XLB.

If you enter a three character code, e.g. XLL, any losses will be posted to pseudo account XLLZZZ where ZZZ is the transaction currency code. When pseudo account XLLZZZ is not defined the losses will be posted to pseudo account XLL.

Work with document types (GDMD05608)

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On this panel you define the data type 5 documents – re-definitions.

Function keys

Panel control

Redefinition type
Enter the value for the type of redefinition transaction.

The following values are valid:

Type Description
1 Differences.
2 Instalments.
3 Grouped documents.

Work with document types (GDMD05609)

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On this panel you define document types with system id 1 (G/L). This panel will only be displayed if the Cashbook routine has been activated in the system.

Function keys

Panel control

G/L VAT catalogue
This field is only displayed if Cashbook is activated in your system. When VAT panel is set to YES, it is mandatory to enter a VAT catalogue from the VAT catalogue table, where the VAT codes you should use for Cash book miscellaneous postings are defined.
Cash book bank acct
This field is mandatory if Cashbook is activated in your system. It is used to generate the pseudo account by concatenating it with the bank code. When the value 8 is entered in Liquid entry panel, you can enter up to 4 characters in Cash book bank acct.

Work with document types, Copy (GDMD05610)

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System id
Displays the system id(s) of the document type(s) you selected to copy.
Document type
Displays the document type(s) you selected to copy.

New sys id
Displays the system id of the new document type you are adding.
New doc type
Enter a code to identify the new document type you are adding.

Work with document types, Deletion (GDMD05613)

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Work with document types (GDMD05616)

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This panel is only displayed if running the Australian application and the following conditions for the document type are true:

  • System id selected is A/R.
  • Data type is set to 2 (Payments).
  • Liquid entry is set to 8.

On this panel you indicate whether you want to create cashbook entries via batch payments and define the various parameters by which the cashbook entries will be summarized if it’s being created via batch payments.

Function keys

Cash book

Batch paym cashbook
Indicate whether cashbook entries should be created via batch payments.

Summarize by:

Payment date
Indicate if you want to summarize cashbook entries created via Batch payments by payment date.
Deposit group
Indicate if you want to summarize cashbook entries created via Batch payments by deposit group.
Payment type
Indicate if you want to summarize cashbook entries created via Batch payments by payment type.
Card type
Indicate if you want to summarize cashbook entries created via Batch payments by credit card type.
Debtor
Indicate if you want to summarize cashbook entries created via Batch payments by debtor.
Bank reference
Indicate if you want to summarize cashbook entries created via Batch payments by bank reference.
Document id
Indicate if you want to summarize cashbook entries created via Batch payments by document id.