Document types are named categories used to label and classify attachments in Sapera. When an attachment is associated with an invoice, sales order, sales quote or purchase invoice, you can specify which document type the attachment belongs to — for example whether it is a delivery note, a contract or an incoming EAN invoice.
Each document type has a technical system name (used internally in Sapera and by integrations) and a display name (the one shown in the user interface).
The document types you define here are shown as options in the Document type column in attachment lists in four places in Financial:
Sales invoices — on the Attachments tab under a sales invoice you can select the document type directly in the grid via an autocomplete dropdown.
Sales orders — on the Attachments tab under a sales order, likewise with inline selection in the grid.
Sales quotes — on the Attachments tab under a sales quote.
Purchase invoices — on the Attachments tab under a purchase invoice.
When creating a new attachment via the dialog box, the document type is likewise shown as a selection field.
The system automatically seeds the document type IncomingEAN (display name: Initial EAN Invoice) at installation. This is used by the EAN invoice import processor to automatically label the attachments of incoming EAN invoices and cannot be deleted by the user.
From the home page of Financial, select Setup in the menu and then Document types. You now see an overview of all document types in the system.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The list view shows all created document types in a grid with two columns: System name and Display name. Both columns can be sorted by clicking the column header.
You can open a document type for editing by double-clicking the row or by selecting the row and pressing the Edit button.
Create (+) — Always active. Opens the edit screen with an empty form, ready to create a new document type.
Edit (pencil) — Only active when a row is selected. Opens the edit screen for the selected document type. Double-clicking a row has the same effect.
Delete (cross) — Only active when a row is selected. Deletes the selected document type immediately without a further confirmation dialog. System-seeded records (such as IncomingEAN) cannot be deleted.
Save and close — Shown on the edit screen. Saves the new or changed document type and closes the edit screen.
Close — Shown on the edit screen. Aborts and closes the edit screen without saving.
Click the + icon in the top right of the list view. The edit screen opens with empty fields. Fill in System name and Display name and finish with Save and close.
Select the desired document type in the list and click Edit, or double-click directly on the row. The edit screen opens. Note that System name is locked and cannot be changed — only Display name can be edited. Finish with Save and close.
System name: The technical name that uniquely identifies the document type in the system. Must not contain spaces. The field is only editable when creating — on subsequent editing the field is locked and cannot be changed. If you specify a system name that is already in use, the error message is shown: "There is already another document type with the same name".
Display name: The user-friendly name shown in the interface, for example in the Document type column on attachment lists. The display name can be changed after creation.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Documents
How to use Documents in Sapera to create, organize and attach notes and files — with folders, search, moving and permissions.
Attachments
Attach one or more files to a record in Sapera (voucher, customer, supplier, product and more) — and view the automatically attached PDFs
Actor file types
This article covers how to access and create actor file types in Sapera
