ERP/2.50/Configuration Manual/Document types

Document Types

This section explains how to configure document types. In Openbravo ERP a document refers to the paperwork that a particular transaction generates. For example, a sales invoice, a purchase invoice and a goods shipment. The document type affects how each document behaves in terms of:

• Accounting, for example the GL journal entry that a particular document creates.
• Activity: you can set up documents to automatically create other documents. For example a POS order (a sale made directly to the customer in person, paid for in person) automatically creates an invoice and shipping receipt to keep the accounts up to date and stock levels current.
• Sequencing:you can control how particular documents, for example sales invoices, are numbered.
• Customization:you can create a different look and feel for documents according to their purpose. For example you can create a particular invoice template for a particular organization's invoices.

Openbravo ERP creates an extensive set of default document types for all the common business scenarios, but you can customize these to suit your individual requirements.

Default Document Types

The application allows to set as default (Default checkbox) a document type for a particular organization in a particular business scenario:

• Sales Order
• Sales Invoice
• Purchase Order
• Purchase Invoice
• Good Shipment
• Good Receipt
• Payment Status Management

In those transaction windows, depending on the organization, the document type combo will show selected the default document type.

Transactional windows have available different set of document types based on their document category.

Only one default value can be selected per Organization and transactional window.

Concepts

Sequencing

Every document generated by Openbravo ERP is numbered, and you can use document types to control how the numbering sequence works. For example, your enterprise may use a numbering convention for sales invoice that follows the format SN-nnnnn. You can specify this convention for sales invoices and also the starting point for document numbering, for example to take into account past invoices that have already been accounted for. Numbering sequences are set up separately so that more than one document type can use the same sequence. For example if you wanted to use the same convention for both sales invoices and return material authorizations, you could set up a single sequence and use it for both document types.

Document categories

Each document type must belong to one of 28 categories, reflecting the aspect of the business that the document type belongs to.

Creating a numbering sequence

1. Log into Openbravo ERP using a client admin role.
2. From the Application menu, select Financial Management > Accounting > Setup > Document Sequence.
3. Click New. A new document sequence record appears.
4. From the Organization list, select the organization which will use this document sequence. Select * to apply the sequence across all organizations.
5. In the Name field, give the sequence a descriptive name.
6. In the Description field, type a brief description of the sequence if required.
7. If you want to number documents automatically (for example to increase the document number by 1 every time a purchase order is created), select the Auto numbering options.
8. If you have selected automatic numbering, type the starting number in the ... box.
9. If you require that documents have a prefix, a suffix or both, type them in the respective boxes. For example you could specify that return material document numbers begin with the prefix RMA.
10. Click Save.

Editing an existing sequence

To edit an existing document sequence:

1. Log into Openbravo ERP using a client admin role.
2. From the Application menu, select Financial Management > Accounting > Setup > Document Sequence.
3. In grid view, select the sequence you want to change.
4. Make the changes you require.
5. Click Save.

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