Document types

The Document types list contains the document types the company works with - received and issued invoices, purchase orders, contracts and others - and their settings. Besides the types ReFIS knows, the company can add its own, for example “Acceptance protocol” or “Inspection report”. You manage subtypes of an existing document type, for example by the customer's country or by currency, in the Extended document types list.

You will find document types in the menu Other → Code lists → Document types. It shows only the types the company uses. The “Template” column shows whether you can use documents of this type as a template for a new document: when adding a document, on the “Copy a document” tab you select an existing document and create the new document based on it. You cannot change this setting in the list.

For each type you set:

• in the “Approval” section you check “Enable approval for this document type” - documents of this type can then go through approval.
• in the “Unprocessed documents” section the “Allow receipt of document via the "Unprocessed documents" module” checkbox - various documents arrive in the Unprocessed documents module, but you create a document from them only for types that have this checkbox checked. Only these types are offered by ReFIS when converting an unprocessed document into a document, and only if you have the rights to view and add them. The checkbox is shown only for types that can be created from unprocessed documents, for example invoices, purchase orders, contracts or sales receipts.
• in the “Number series” section, in the “Generate number by” field, the date by which the number of issued documents is generated: “Date of issue”, “Date of taxable supply”, “Due date” or “Date of delivery”. For received documents this section is not shown.
• in the “Generation” section the “Enable generation for this document type” checkbox - it is shown only for types that can be generated, for example an issued invoice, purchase order or contract
• “View this document type in the ReFIS menu” - a type with this checkbox checked is directly in the menu; you will find the other types in the menu under “Other types of documents”. For a new custom type the checkbox is unchecked by default.

You add a custom type with the “Add type of document” function. You select the “Parent document type” - “General financial document” (a document with amounts) or “General document” (a document without amounts) - and enter:

• “Name”, “Plural”, “Name in a sentence” and “Plural in sentence” - the name of the type in different forms, for example “Inspection report”, “Inspection reports”, “inspection report” and “inspection reports”. ReFIS suggests the sentence forms itself from the name; you can edit them.
• “Text for adding” and “Text for viewing” - the full names of the functions in the menu, for example “Add inspection report” and “View inspection reports”. ReFIS prefills them from the name, but you have to adjust them to the correct form yourself. The same texts are also the names of the rights you assign in positions.
• “Icon” - the icon ReFIS uses to mark documents of this type, for example in the “Document type” column in the list of documents and next to the function for adding a document; you choose it from a selection of icons
• “Generate document number” - ReFIS creates a number series for the type, by which documents of this type are numbered. The numbers have the form year and sequence number, for example 2026/00001. You can change the number format later in the Number series list.

All these fields except “Generate document number” are required. Once the type is saved, you can no longer change the “Parent document type”; the other fields you can.

For each custom type, rights to add and view are created, which you assign in positions. Once the right is assigned, the function named after the “Text for adding” field appears in the list of documents in the “Add document” section. Editing and deleting types is governed by the general rights “Edit document type” and “Delete document type”.

With the “Delete document type” function you delete a custom type that has no documents yet. ReFIS also deletes the rights to add and view this type. You cannot delete the types ReFIS knows; you only change their settings. If the selected types include one that cannot be deleted, ReFIS skips it and shows the message “Some of the selected document types were omitted because they did not meet the conditions for deletion.”

You see the list of types with the “View document type” operation. You add, edit and delete types with the “Add type of document”, “Edit document type” and “Delete document type” operations.

• Documents
• Extended document types
• Number series
• Document flow