Document Types
Executive Summary
Document Types is the setup screen for the types of accounting documents that appear on client accounts, such as payments and adjustments. Each type has a code, description, group (Payment or Adjustment) and, for adjustments, a debit or credit direction. Administrators add new types, change the details of types that have not been used yet, and maintain the general ledger account values (debit and credit cost centre and account) that apply to each type for every funder and department combination. The list is maintained inside the integration only; nothing on this screen is sent to AlayaCare.
Key Features
- Add new document types in the Payment or Adjustment group
- Filter by type, description, debit/credit and group; export the list to Excel
- See how many transactions use each type
- Edit a type's description, discontinued flag and payment options, as long as it is not an internal type and has no transactions
- Maintain the debit and credit cost centre and account for each funder and department combination used with the type
- Discover funder and department combinations that have transactions for the type
- Update the account values of several combinations at once
Typical Workflow
- Click Add, enter the Type code and Description, choose the Group, complete the group-specific fields, and click Save.
- To work with an existing type, click the edit icon (or right-click the row and choose Edit) to open Document Type Details.
- On the Accounts tab, click Refresh Funder Department Combinations to list the funder and department combinations that have transactions for the type.
- Edit each row (or tick several rows and click Update Selected Items) to enter the DR and CR cost centre and account values.
- Click Close when finished.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
Lists the document types (14 rows per page). The first three columns stay in place when you scroll sideways.
| Column | Description |
|---|---|
| Type | Document type code. |
| Description | Description of the type. |
| Debit/Credit | Whether the type debits or credits the client account. |
| Group | Payment or Adjustment (other groups may appear for types supplied with the system). |
| Is Payment? | Checked when the type is a payment. |
| Is Preauthorized? | Checked when the type is a preauthorized payment type. |
| Is Credit Card? | Checked when the type is a credit card payment type. |
| Is Internal? | Checked for types used internally by the system. |
| Is Discontinued? | Checked when the type is no longer used. |
| Transaction Count | Number of transactions recorded for the type. |
| Manage Records | Edit icon for the row. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Type | Shows only types whose code contains the text entered (not case-sensitive). |
| Filter Description | Shows only types whose description contains the text entered (not case-sensitive). |
| Filter Debit/Credit | Multi-select of Debit and Credit. Both are selected when the page opens; types with no Debit/Credit value are hidden while this filter has a selection. |
| Filter Group(s) | Multi-select of groups. When nothing is selected all groups are shown. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters (Debit and Credit are selected again).
Actions
| Button | Description |
|---|---|
| Export | Exports every document type (the filters are not applied) to Excel with the columns Type, Description, Debit/Credit, Group, Payment?, Preauthorized?, Credit Card?, Internal?, Discontinued? and TransactionCount. A warning "Nothing to export" is shown when there are none. |
| Add | Opens the Document Type dialog (also available by right-clicking a row and choosing Add). |
| Edit (row icon, or right-click a row) | Opens Document Type Details. |
| Apply Filter / Clear Filter | Apply or reset the filters. |
Dialog Components
Document Type (Add)
Opens from Add. Click Save to create the type or Cancel to close. If the type code already exists, a warning "Document Type type already exists" is shown.
| Field | Description |
|---|---|
| Type | Document type code (entered in capital letters). |
| Description | Description of the type. |
| Group | Adjustment or Payment. |
| Debit Or Credit | Shown for the Adjustment group: Debit or Credit. |
| Is Credit Card / Is PreAuthorized | Shown for the Payment group. |
A Payment type is always saved as a credit and flagged as a payment. A type added here is not an internal type.
Document Type Details
Opens from Edit. The Type and Description are shown at the top. Use Close to return to the list.
Tabs
| Tab | Purpose |
|---|---|
| General | Read-only view of the type's settings, with an Edit button. |
| Accounts | General ledger account values for each funder and department combination. |
General tab
Shows Is Discontinued, Description, Group, and, depending on the group, Debit Or Credit (Adjustment) or Is Credit Card and Is PreAuthorized (Payment). Click Edit to open the Edit Document Type dialog. Editing is refused with "This Document Type cannot be edited" for internal types, and with "Cannot Edit. Transaction exist for this Type" once any transaction uses the type.
In Edit Document Type you can change Is Discontinued, Description, and (for Payment types) Is Credit Card and Is PreAuthorized. The Type, Group and Debit Or Credit cannot be changed. Click Save or Cancel.
Accounts - Grid
Lists the account values of the type. Rows can be ticked with the check box in the first column.
| Column | Description |
|---|---|
| Type | Document type code. |
| Description | Description of the type. |
| Funder ID | AlayaCare funder ID. |
| Funder Name | Funder name. |
| Department ID | AlayaCare department ID. |
| Department Name | Department name. |
| DR Cost Center | Debit cost centre. |
| DR Account | Debit account. |
| CR Cost Center | Credit cost centre. |
| CR Account | Credit account. |
| Manage Records | Edit icon for the row. |
Accounts - Grid Actions
| Button | Description |
|---|---|
| Refresh Funder Department Combinations | Adds a row for every funder and department combination that has transactions of this type and does not yet have a row. Existing rows are not changed. |
| Update Selected Items | Opens Update Selected Accounts for the ticked rows. A warning "Please select at least one account" is shown if none are ticked. |
| Edit (row icon, or right-click a row) | Opens the Account for Document Type dialog. |
Account for Document Type
Shows the Funder and Department (read-only) and lets you enter the DR Cost Centre, DR Account, CR Cost Centre and CR Account. Click Save or Cancel.
Update Selected Accounts
Enter DR Cost Centre, DR Account, CR Cost Centre and CR Account and click Save. The values are applied to every ticked row, with a progress panel. All four values are written to each row, so any box left empty clears that value on the selected rows.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Client Account Transactions | Used to count transactions per type, to block editing of types that have transactions, and to find the funder and department combinations for the Accounts tab. |
| Departments | Department names shown on the Accounts tab. |
| Funders | Funder names shown on the Accounts tab. |