ALTUM

Document type form

In order to open form of a given document type, user has to select proper document type and then select function [Edit] in menu List, or click twice on selected document type. Clicking the button causes a new form of document type to open. It consists of several tabs which are maintained by separate button on menu.

Figure 43 Tab General on the form of document type.

Tab General

Tab General contains basic data of document type. For this tab there are only two functions active.

[Save] – causes saving of entered data

[Close] – cancels work with form and closes window without saving

In case documents which can be confirmed on the basis of a granted credit limit, the user may control such situation with the use of the following parameters:

No control – if selected, the user will not be informed about the confirmation of a document on the basis of granted credit limit

Warning – if selected, the user will be informed that a document has been confirmed on the basis of granted credit limit, or that the customer is not granted a credit limit, or the value of the document exceeds the granted credit limit

Sales blockade – if selected, the user will be informed that credit limit has not been granted, or that the value of a document has exceeded the granted credit limit

The documents which are periodical statements of given components of the system (e.g. statement of retail sale) are provided with an option of automatic control of generating a document. The user may control the generation of a statement with the use of the following parameters:

None – if selected, the documents will be generated automatically without asking the user

For each document – if selected, the user will be informed that some values on a given document are used when creating a statement

Everyday – if selected, the user will be asked everyday whether a statement must be generated or not

Every month – is selected, a statement will be generated every month

In Comarch ALTUM, the date of retrieving exchange rates can be controlled for each document separately. In panel Getting Currency Exchange Rate, there are two options available:

Date Type – depending on the type of document, there are different date types available in this field, e.g. Date of Sale, Date of Issue, Posting Date.

Number of Days Before the Date – determines the number of days prior to the date specified in the above field Date Type to get the exchange rate 

In practice, it means that the user affects which data of getting exchange rate will be displayed in tab Currencies of each document issued in a currency different from the system currency.

The picture below presents the form of SI with framed Date Type and Date fields. Values displayed in these fields are specified from the level of document type.

For example, if Date Type is set on the form of SI document type to Date of Issue and the value of the Number of Days Before the Date field is set to 1, then when issuing a sales invoice in a foreign currency, the field Date Type in tab Currencies will display the date of issue and the date presented in the Date field will indicate one day earlier against the current date.

Figure 44 Sales invoice form with selected fields Date Type and Date.

Price Precision – determines the maximum precision with which it will be possible to enter the price on a given document type.

For example, if this value is set to 1 on the form of SI document type, then the maximum precision for entering the price during the edition of SI item will be 1. In other words, if the price is set to 42,78 USD, it will be rounded up to 42,8 USD.

The value of price precision can be selected on the form of document item from among the range from zero to the number specified in field Price Precision on the form of given document type.

The price precision is also determined from the level of price types. However, if the specified precision is higher on price type than on document type, then the precision value can be selected from among the range determined on the form of document type. If the precision specified on document type is, however, higher than that on price type, then each time the price is specified on an object, the price precision resulting from the price type will be the default value.

Tab Diagram

Information enclosed on this tab allows user to maintain documents of a given type. There is possibility of defining permissions for a group of users.

Figure 45 Tab Diagram on the form of document type.

Each document receives a specific status which can be the following:

    Initiated – document form has been opened but it hasn’t been saved

    Unconfirmed – document saved as unconfirmed

    Confirmed Quantity Total – quantity of items is saved permanently

    Confirmed – confirmed or saved permanently

    Posted – after posting a document

    Deleted – after deleting a document (physically, the user does not see the document)

    Canceled – after canceling a document

    Reversing Entry­ – corrected document (for accounting documents)

Each document receives a given status as a result of executing certain actions the user is allowed to perform.

Operations in this tab are performed with the use of buttons available in two button groups: Statuses and Permissions. These buttons become active depending on the location of the mouse cursor on a diagram.

Figure 46 Buttons for maintaining a diagram.

The use of the buttons in both button groups is the same, however, those from the Statuses button group are used for maintaining the statuses of document (rectangles on the diagram) and those from the Permissions button group are responsible for permissions granted to the user to perform different activities (arrows on the diagram):

[Edit] – allows user to make changes, causes window with diagram to become divided into two panels: one displaying diagram and one allowing user to make changes

[Save] – saves entered changes

[Cancel]­ – cancels work and closes window without saving changes

The diagram below presents the statuses represented by rectangles and permissions represented by arrows. It illustrates the following actions which need to be performed so that a document status could be changed. It presents the following statuses of document and the direction of actions between particular statuses.

Figure 47 Diagram for SI.

Status edition

While editing status of a given document type user can define several features, e.g. color of document in a given status on a list of documents.

In order to edit a status user has to select it and then select option [Edit] from menu Statuses or click twice on selected rectangle.

After clicking [Edit], window becomes divided into two panels: left one contains diagram and right one – edition fields.

Figure 48 Fields for editing statuses of document type.

On this panel user can enter name of document status, define color, define modification permissions for a given group of users.

Name – in this field user can enter up to 50 characters (letters or digits), used for more detailed description of status.

Color – in this field user can define what color will have documents of a given type in a given status on a list of documents, e.g.: all SI saved to buffer will have green color. It makes user work much easier – he doesn’t have to edit a document, but from the level of list of documents he can estimate what status has a given document.

While generating database, the system automatically assigns colors to types:

1. Initiated – yellow
2. Unconfirmed – green
3. Confirmed Quantity Total – celadon green
4. Confirmed – blue
5. Posted – crimson

6.     Canceled/Reversing Entry – red

However these are only suggested colors and each user can change them to his needs.

In order to change color user has to click on color field and select color from displayed palette.

Tab Analytical Description

Tab Analytical Description allows user to assign proper analytical description to document type. Assigning description to document type enables user to make analytical description for each document of a given type.

Figure 49 Tab Analytical Description on the form of document type.

Details of analytical description definition for a type of document are described in the manual Comarch ALTUM Dictionaries -> Analytical dimensions -> Assigning dimension to document type).

Tab Numeration Schemes

In Comarch ALTUM it is possible to change the default numeration scheme for a given type of document. The numeration scheme is changed on the form of document type, in tab Numeration Scheme by deleting the previous numerator and adding a new one.

The tab is maintained with the following buttons:

[Add] – adds a new numeration scheme

[Edit] – edits the existing numeration scheme

[Delete] – removes the previous numeration scheme

Figure 50 Tab Numeration Scheme on the form of document type.