Documents & Document Type

Documents: Posting the business transaction into the system the document will be created and saved in the database. They are two types

1. Original Documents: Receipts, Invoices, Checks, Bank Statements.

2. Processing Documents: Accounting Documents, Recurring Doc, and Sample Doc.

** Every Document will consist of one document header and at least two and max 999 line items.

• The document header contains the data that is valid for the whole document.

E.g.: Doc date, Doc type, Company code Etc.

Document Type: Doc type is nothing but voucher containing line items. Several business transactions can be identified within a particular document type.

            a. It controls document number ranges.

            b. It controls the header part of the document

            c. It controls the line item level of the document.

            d. It controls the posting to accounts whether to vendor, customer or GL accounts.

            e. It differentiates between business transactions.

            DR     Customer Invoice             18

            DZ      Customer Payment          14

            DG     Customer Credit memo    16

           

            KR      Vendor Document          19

            KZ       Vendor Payment                    

            KG      Vendor Credit Memo     17

           

            AB      General Document          01

            SA       GL Account Document   01

            RF       Invoice Receipt

            WA     Goods Issue

            WE      Goods Receipt

            WI       Inventory Document

            X1       Recurring Entry Doc.

            X2       Sample Document

           

            ZP       Payment Postings

            ZV       Payment Clearing

** Number Range Intervals are two types

a.       Internal: The system will generate the numbers for documents

b.      External: The user has to give the numbers for documents

Holding a Document: The hold documents are used when the complete information regarding the transaction is not available. E.g. Bank Charges, Cost Center. It does not update any account balance. Program RFTMPBLU.

Parking Documents: Parked documents can be check, completed and posted at later date by getting the approval from the senior employees. When the document is parked the data will not be updated.

            Data from parked documents can however be used for evaluations by the system. For e.g.  Amounts from parked invoices can be used for the advance return for tax on sales and purchases. Using payment requests, parked invoices can be paid punctually and without loss of discount. We can change currency, co. code, amounts also.

Reference Documents:

Account Assignment Model (AAM): A reference for document entry that provides default values for posting business transactions. An account assignment model can contain any number of GL account items and can be changed or supplemented at any time. In contrast to sample documents, the GL account items for account assignment models may be incomplete.

Sample Documents: Sample documents are template for original/Accounting document. Sample document as reference documents entered specifically for posting with sample documents. Sample documents do not update transaction figures. They serve merely as data source for an accounting documents, sample document can be enhanced or changed.

Sample documents hold a special number range. I.e. X2.

Recurring Entries: Recurring entries are business transactions that are repeated regularly such as rent and insurance. The following data never changes in recurring entries Posting Key, Account, and Amount.

            The cross company transactions cannot be posted with the recurring entry program. Number range intervals X1.

Accrual/Deferral Documents: This is replacement ot sample documents. There are practical difficulties in sample documents they are

            1. Employee difference (Payment, acct maintain)

            2. Accts difference (Amount)

            3. Timing difference. In all branches may not make payment at same time