Elorus supports three different categories of document types: Debit documents, Credit documents and Estimates.
Debit documents are all types of sales documents that indicate that a client owes you a specific amount of money: Invoices, invoices of rendered services, receipts examples of this type and are all available through the "Invoices" function. Credit documents, on the other hand, are those that indicate a return of money to your client, usually a Credit note, available to use in "...More-> Credit notes".
Estimates are essentially used to make offers to your clients. A sales quote, proforma invoice, delivery note can all be issued with the help of the 'Estimates functionality-meaning they ought to be registered under the category in settings.
Notice, that, the above setting is used to for documents issued from your business to a client. Document issued to you, such us supplier invoices, credit etc can be entered in elorus without a document type, as this is set already by your supplier. If you wish to keep track of the types of sales documents issued to you, you can apply a tracking category to each registration.
Add a document type
To create or edit document types go to Settings -> Document types.
Each of the document types consists of the fields below:
Title: The title or its respective translation appears on the document’s printable form.
Applies to: Determines the category applied to each document type (Debit documents, Credit documents or Estimates)
Default: If activated, this particular type will be set as default every time you create a document.
At the same time, this will be the type of an automatically generated document. For example, if a “Sales Invoice” is set as default for Invoices, every time you convert an estimate into an official document, the latter will bear the title “Sales Invoice”.
There always has to be a unique default setting for every document category (one for debit documents, one for credit documents and one for estimates).
Note that in case a type is set as default you are not allowed to delete it until you determine another one as default.
When a new company registers to Elorus, the below document types are automatically created:
- Invoice (Debit documents)
- Credit not (Credit documents)
Feel free to manage the document types above based on your needs, as well as, create new ones. For example, through estimates, you can create a new type called “Proforma invoice”. Now, you can take advantage of the estimates’ functionality and issue your proforma invoices with their own numbering and also, manually convert them into official invoices once paid.
Deleting document types
To delete a document type, the following should apply:
- Do not have saved documents related to it
- Do not apply to a numbering series
- Do not be a default
If the above are true, you can delete it from the list or its view page.
> From the list
Select the document types you want to delete and click Actions -> Delete Selected. It can be used to delete multiple types.
> From the type's view page
You click on Edit and then Delete.
Disable document types
You may not wish to delete previously created documents, so you can delete a document type. However, you may still want this type to cease from appearing as an option when you create a new document. If this is the case, you can simply send it to archive. This can be done from the list of document types.
> From the list
Choose the document types you wish to deactivate and click "Actions -> Archive selected".
You cannot delete document types that are default! You must first choose another one as default for the same "applies to field" and then follow the instructions above.