Creating a new document type
The Document Types in PANTHEON allow for a systematic management and overview of documents (Document System). By defining different document types, you can preconfigure different settings: account matrices, permissions on the document, warehouses, signatories, fiscalization, etc. Below is an example of creating a new document type.
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HINT
Document types are most often defined at the beginning of using the program, at the time of implementation. However, they can also be added later on.
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WARNING
You can no longer delete a document type after a document based on it already exists.
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CASE SUMMARY
Tecta is intensively introducing e-business and modern telecommunications into the company. This is why Ashley Accountant will keep the invoices received for all services in this area on a separate document type. In this way, she will have a quicker overview of the content and the costs. She will create a new document type by following the next steps:
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Creating a new document type
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Settings in the Goods tab
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Settings in the Status tab
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Settings in the Financials tab
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Settings in the Goods Accounts tab
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Settings in the VAT Accounts tab
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Refreshing the menu
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1. Creating a new document type
First, the person responsible will create a new ID for the document type in the Document-Types register, found in the menu at Settings | Program | Document Types.
- The new document type is wanted on the Invoices Received page, in the Goods module. To do this, the mouse cursor is placed in the panel on Receipt, as shown in the image below.
- The person responsible clicks on the button Insert record in the toolbar.
- Into the ID field, the person responsible writes a the ID for the new document type. Here, it is 1205.
- The fields Short Title and Title are filled in as shown in the image below.
- In the Archive and Classification fields, the location where the document will be archived is selected from the drop-down list.
- Finally, the record is saved by clicking Save.
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WARNING
In order to select information for the Archive and Classification fields from the drop-down menu, the settings in Documentation need to be prepared and the eBusiness service has to be activated.
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HINT
When you want to copy the settings you already have on one of your existing document types to a new document type, use the Copy record button.
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2. Settings in the Goods tab
The person responsible proceeds with entering data on the new document type 1205, on the Goods panel, the Receiving subpanel. There are three tabs on the panel: Basic settings, Advanced Data, and Parameters. Below, we will show you the key settings that the person responsible selects.
- On the Basic Settings tab, in the Consignee field, warehouse is entered. Here, it is Cost Account.
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WARNING
Each document type requires information about the warehouse. In cases where costs are recorded and entering a warehouse is not meaningful, a fictitious warehouse is created to technically provide the necessary information.
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- The person responsible enables one or more suitable checkbox(es) in the Receiving section. Here, it is Document.
- The Document Type is specified. Here, it is, as shown in the image below, Goods.
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HINT
- To find out more about the types of receiving and document available, see chapter Receiving.
- The Advanced Data and Parameters tabs allow the user to configure more advanced settings for each document type. For more information, see chapter Receiving.
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3. Settings in the Status tab
The Statuses on a document make it easier for the user to mark up and view documents within one document type. To this end, on the Status tab, the person responsible copies the statuses from another document type as follows:
- Click on the Copy Statuses button as shown in the image below.
- A window opens, where the person responsible specifies which existing Document Types can be used to transfer statuses from and what the Copy Mode should be (see image below).
- Complete the download by clicking Copy.
- A successfully completed copying of statuses returns a message as shown in the image below.
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HINT
You can define the statuses as you wish by manually entering them in the table. For more details on the Statuses tab, see chapter Statuses.
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4. Settings in the Financials tab
The person responsible proceeds with the settings on the Financials tab where the basic settings related to posting, cash, transactions, etc. are set. For this purpose, the following settings are selected, as shown in the image below.
5. Settings in the Goods Accounts tab
The Account Transfer Matrix is one of the most important settings for accounting before posting documents. For this purpose, the person responsible will enter the account details in the Goods Accounts tab. This is done with the Copy Accounts button as follows:
- Click the Copy Accounts button as shown in the image below.
- A new window will open, offering you the option to select the copying method and account types, as shown in the image below.
- The copying proceeds according to the same procedure as described in Chapter 3 above.
6. Settings in the VAT Accounts tab
Just like Goods Accounts, VAT accounts are also key for posting in accounting. The person responsible uses the same steps as in the chapter 5 above to prepare the account settings in the VAT Accounts tab.
The final result of copying the VAT Accounts is shown in the image below.
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HINT
For more detailed information on the settings options on the tabs: Custom Costs, Custom Taxes, Notes, Permissions, Signatories, see chapter Account Settings.
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7. Refreshing the menu
Creating a new document type also changes the PANTHEON menu display. For this purpose, the person responsible will also refresh the menu to make the new document type visible in the menu.
To do this, click on the Wizards button in the toolbar and select the Refresh menu option, as shown in the image below.
Document 1205 is now visible in the menu Goods | Receiving | Document | 1205.
