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
A common need is to separate Tax Invoices from Retail Invoices. You can enable both of them as invoicing options in Settings -> Document types. Click the Add button to begin. Each of the document types consists of the fields below:
Title: The title or its respective translation for the language of choice will appear on the document’s printable form.
Applies to: Determines the category applied to each document type (Debit documents, Credit documents or Estimates). In this case, the retail invoice is indeed applied in invoices. Technically, this also determines which function will be used for each document type issue. In turn, the entries of each type will participate in the appropriate reports.
Default: This option is especially useful to set your most frequently used document type in each category as default. In the example below, the retail invoice has been set as default. When you then proceed with adding an invoice, unless you choose differently in the document type field, it will be issued as retail invoice.
At the same time, this will be the type of an automatically generated document. For example, if a “Retail Invoice” is set as default for Invoices, every time you convert an estimate into an official invoice, the latter will bear the title “Retail Invoice”.
Important: 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). This means that you need to choose a different default in order to delete an invoice.
Note: When a new company registers to Elorus, one of each category, is automatically created, as shown below:
- 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. We already mentioned the case of different types of invoices, which you can create as described above. Another example would be “Proforma invoice” -add it as a document type that applies to "Estimates" and take advantage of the functionality which allows you, among others, to convert them into official invoices in only a few clicks.
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.
A document type translation is the way the title appears on the invoice/credit note/estimate you issue, for each of the supported languages. If you wish to change the title for one or more languages, you need to open the desirable document type and proceed with "Edit". This will allow you to open the translation per language field. Ιn the image below, we change the translation from "Invoice" to "Tax Invoice":