Document Type

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Introduction

Each document type in Openbravo refers to a business transactions. Business transactions such as purchase orders, shipments or sales invoices among others.

Openbravo includes a complete set of standard Document Types needed for the application to work properly.

This set is bundled into two reference datasets:

• Standard document types for orders, invoices, etc. and settings - Core - English (USA)
• Document types and default algorithm for bank statement auto matching - Advanced Payables

These datasets can be imported into application during its initial setup using Initial Client Setup or Initial Organization Setup processes. Or if application is already up and running these datasets or their updates can be installed using Enteprise Module Management window.

The complete list of standard document types is the following:

Document Type Name	Document Category	Business Transaction
AP CreditMemo	AP Credit Memo	Purchase Credit Memo
AP Invoice	AP Invoice	Purchase Invoice
AR CreditMemo	AR Credit Memo	Sales Credit Memo
AR Invoice	AR Invoice	Sales Invoice
Return Material Sales Invoice	AR Return Material Invoice	Return Material Sales Invoice
Reversed Sales Invoice	AR Invoice	Reversed Sales Invoice
MM Receipt	Material Receipt	Goods Receipt
RTV Shipment	Material Receipt	Return to Vendor Shipment
MM Shipment	Material Delivery	Goods Shipment
RFC Receipt	Material Delivery	Return from Customer receipt
Purchase Order	Purchase Order	Purchase Order
RTV Order	Purchase Order	Return to Vendor
Quotation	Sales Order	Sales Quotation
RFC Order	Sales Order	Return from Customer Sales Order
POS Order	Sales Order	Point of Sales Order
Warehouse Order	Sales Order	Warehouse Order
Standard Order	Sales Order	Sales Order
AP Payment	AP Payment	Payment Out
AR Receipt	AR Receipt	Payment In
Financial Account Transaction	Financial Account Transaction	Financial Account Transaction
Bank Statement File	Bank Statement File	Bank Statement
Payment Proposal	AP Payment Proposal	Payment Proposal
Reconciliation	Reconciliation	Reconciliation
Doubtful Debts	Doubtful Debt	Doubtful Debt
Cost Adjustment	Cost Adjustment	Cost Adjustment
Landed Cost	Landed Cost	Landed Cost
Landed Cost Cost	Landed Cost Cost	Landed Cost Cost
Inventory Amount Update	Inventory Amount Update	Inventory Amount Update

It is also important to remark that new document types could be added to the list above, if that is the case an updated version of the "Reference Data" containing the new document types will be provided by Openbravo. That newly created "Reference Data" will have to be applied to the corresponding Organization in the Enteprise Module Management.

This has been the case for:

"Return Material" feature which was included in Openbravo 3 MP6.
Four additional documents were added to the document type dataset to make this feature properly works:

• RTV Order
• RTV Shipment
• RFC Order
• RFC Receipt

Therefore, once Openbravo instance is updated to MP6, it is required to apply the new dataset to the corresponding organization, in the Enteprise Module Management window.

Cost Adjustments feature which was included in Openbravo 3 PR14Q4.
Four additional documents were added to the document type dataset to make this feature properly works:

• Cost Adjustment
• Landed Cost
• Landed Cost Cost
• Inventory Amount Update

Therefore, once Openbravo instance is updated to PR14Q4, it is required to apply the new dataset to the corresponding organization, in the Enteprise Module Management window.

Document Definition

Document type window allows to configure how each document type is going to behave in terms of accounting and sequencing among others.

"Standard" Document Types can be customize as required by having into account that:

There are a few fields which values should not be changed. Those ones are:

• the Organization
• the Document Category
• and the Table

Rest of the fields can be changed, for instance:

• the Name of the document
• the Print Text which is the name of the document to be printed while printing the document.
• the Sequenced Document flag could be disable or enable if it is required to either
  • manually number a document type
  • or automatically number a document type according to a given document sequence.

Starting from PR18Q2 A Document Type defined as Credit Memo can not be used as a Document Cancelled Type.

• Document Cancelled if any, is the document to use for voiding a given document type. For instance, a "Reversed Sales Invoice" document type can be set as the document canceled of an "AR Invoice", therefore that one will be the one to use while voiding an "AR Invoice"( or sales invoice).
  • A "Reversed Sales Invoice" document type is also an "AR Invoice" document type but it can have a different sequencing by just liking it to a difference document sequence
  • besides it is set as a "Return" document type which means that:
    • it generates a "negative" sales invoices with a negative invoiced quantity/ies
    • therefore the posting will be opposite to the sales invoice one, as described below, in case Allow Negative checkbox is enabled and in case it is not:

Account	Debit	Credit	Comments
Customer Receivables	(-) Line Net Amount		One per invoice line
Tax Debit		(-) Tax Amount	One per tax line
Product Revenue		(-) Total Gross Amount	One per invoice

Account	Debit	Credit	Comments
Customer Receivables		Line Net Amount	One per invoice line
Tax Debit	Tax Amount		One per tax line
Product Revenue	Total Gross Amount		One per invoice

• the checkbox named "Credit Memo" is enabled by default for "Credit Memo" document types such as "AR Credit Memo" and "AP Credit Memo":
  • "Credit Memo" document types are also "reverse" or "cancelled" documents type however those ones behave differently than "return" document types, for instance:
    • they generate invoices with "positive" invoiced quantity/ies
    • therefore the posting is always opposite to the invoices one, regardless the Allow Negative checkbox setup:

Account	Debit	Credit	Comments
Customer Receivables		Line Net Amount	One per invoice line
Tax Debit	Tax Amount		One per tax line
Product Revenue	Total Gross Amount		One per invoice

• The field "Document Type for Order" allows to define for the Quotation "Document Type" the document (i.e Standard Order) to use while creating a sales order from a sales quotation.
• The field "Document Type for Invoice" allows to define the document (i.e. Return Material Sales Invoice) to use while creating a Sales Order from a Return Material Document Type, like Return From Customer.

Starting from PR18Q2 A Document defined as Credit Memo can not be used to create an Invoice from a Return Document.

Report Templates

Report template tab allows to configure a different look and feel for the document types by setting up Jasper JRXML templates for each document type.

It is possible to print document types such as Goods Shipments or Sales Invoices by using the "Print" action button which can be found in the Toolbar.

In Openbravo, every document suitable to be printed is linked to a "standard" report template.
Report templates can be customized if needed and even new ones can be created and therefore linked to a given document type.

For additional information visit How to change Document Report Templates.

Email Definitions

Emails definition tab supports the creation of as many email templates as required depending on the language to be used for sending the documents by email.

Documents can be sent by e-mail by using the action button Email which can be found in the Toolbar.

As shown in the image above it is possible to define:

• a Subject template to be populated with "real" data every time a given document is sent by email.
  • For instance "New Invoice (@our_ref@)" whill turn into "New Invoice (SI/2589)" where SI/2589 is the number of the invoice sent by email.
• a Body template to be populated with "real" data every time a given document is sent by email.
  • For instance:
    • "Dear @cus_nam@, Find attached the invoice @our_ref@ corresponding to the products you received from F&B International Group."
      will turn into
    • "Dear Heathly Food Supermarkets Co., Find attached the invoice SI/2589 corresponding to the products you received from F&B International Group."

Here is the list of possible tags:

• @cus_ref@: The document reference of the customer
• @our_ref@: The reference of the document
• @cus_nam@: The name of the customer
• @sal_nam@: The name of the sales rep.
• @bp_nam@: The Business Partner name [since 3.0MP27]
• @doc_date@: The document date [since 3.0MP27]
• @doc_desc@: The document description [since 3.0MP27]
• @doc_nextduedate@: The next due date (if document has associated any payment plan) [since 3.0MP27]
• @doc_lastduedate@: The last due date (if document has associated any payment plan) [since 3.0MP27]

Translation

Document types can be translated to any language required.

Full list of Document Type window fields and their descriptions is available in the Document Type Screen Reference.

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