Document Setup

This chapter contains all important information regarding the optimized setup of documents in our ERP solution. For this purpose, the following functions are available and will be explained in this chapter: customized document text templates, automatic line formatting, and notifications. The chapter is divided into the following sections:

• Document Texts
  • Creating Document Text Templates
  • Adding Document Texts to Documents
  • Changing a Text of a Document Text Template
• Document Lines
  • Document Line Formatting
  • Enabling/Disabling Notification for Document Lines without Prices
    • Activating Notification for Purchase Documents,
    • Activating Notification for Sales Documents,
    • Activating Notification for Service Documents.
• Setting Up Document Sending Profiles
• Setting Up Debited Cost Centers for Documents
  • Selecting Debited Global Dimensions
  • Setting Up Debited Global Dimensions in Order Types

Document Texts

In our ERP solution, you can define customized texts and text templates as well as add them to documents. The following sections contain all important information on creating document texts and editing them as needed.

Creating Document Text Templates

This section describes how to create a new document text template. Using document text templates, you can define beginning and ending texts as well as texts for payment terms to use them in the corresponding documents afterwards. However, you can also make document-specific changes to document texts at a later point.

Proceed as follows to create a document text template:

• Use the quick search (ALT+Q) to find the Document Text Templates page.
• Click New in the menu bar to create a new document text template.
• In the General FastTab, enter a meaningful name for the document text template in the Description field.
• Enter a date in the Start Date field from which the document text template shall be used.
• Enter a date in the End Date field until which the document text template shall be used.

• Activate the Insert Automatically toggle switch. If activated, the document text template will automatically be applied to documents.
• Now you can enter different document texts into the Text Types FastTab. There are three available fields:

• To create a new document text, click the three dots next to the text type.
• The Text Editor opens.

• Enter a text for the selected text type. You can use the following formatting and options from the menu bar:

Function	Description
	Paragraph – Use this function to adjust the paragraph formatting.
	Text Display Size – Use this function to adjust the display size of the selected text.
	Font – Use this function to adjust the font of the selected text. You can only choose between the available fonts.
	Bold – Use this function if you want the selected text to appear in bold.
	Italics – Use this function if you want the selected text to appear in italics.
	Link – Use this function to add a link to a website. • First, enter the description text for the link. • Highlight the description text and click the Link icon. A new field is displayed where you can enter the hyperlink address. • Enter the complete link and confirm your entry by clicking the green checkmark.
	List – Use this function to create a list with dashes (Bulletpoints). Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
	Enumeration – Use this function to create a list with numbers. Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
	Increase Indent – Via this function, you can move the selected paragraph one level to the right. In the List and Enumeration functions, you can use this function to create subordinate elements for hierarchical presentations.
	Decrease Indent – Via this function, you can move the selected paragraph one level to the left. In the List and Enumeration functions, you can use this function to create parent elements for hierarchical presentations.
	Quote – This function creates a gray line on the left-hand side and indents the entered text. Furthermore, the font style will be changed to italics.
	Insert Table – Via this function, you can add a centered table to the page.
	Undo – Via this function, you can undo the previous action (text input, formatting, etc.). You can undo all actions that have been performed since the Text Editor was last opened.
	Redo – Via this function, you can restore actions (text input, formatting, etc.) that have been undone by mistake. You can restore all actions that have been undone since the Text Editor was last opened. This requires that no new actions have been performed in the meantime.

• After entering a text, click OK to return to the document text template.
• The value in the field of the selected text type will be changed to Yes.
• Activate the toggle switch for the documents in which you want to use the document text template in the Use on Documents FastTab.
• Optional Click Toggle All Documents On/Off in the menu bar if you want to apply the document text template to all documents. The document text template will then be used in all documents listed in the Use on Documents FastTab.

You have successfully created a document text template. For a better overview, currently used, i.e. active document text templates are highlighted in turquoise in the document text template overview. Deactivated document text templates are highlighted in red.

Adding Document Texts to Documents

This section describes how you can add document texts to documents in our ERP solution. This functionality is available in all document types from the sales, purchase and service business areas. The process works analogously for all documents and is described using the example of a service quote.

Proceed as follows to add a text to a document:

• Use the quick search (ALT+Q) to find the Service Quotes page.
• Open the service quote to which you want to add a document text.
• Navigate to the Lines FastTab.
• Click Functions > Add Text Line in the menu bar of the FastTab.
• Enter the desired text in the text field.
• Once you have entered the text, click Add Lines.
• The text lines will be added to the Lines FastTab and will be printed as separate lines when creating a document.

You have successfully added a text line to a document.

Changing a Text of a Document Text Template

This section describes how to change a text of a document text template for a specific document. The template will not be affected, only the text in the respective document will be changed. If you want to change a typo or other errors, you have to edit the document text template as well. You can find more information about this in the Creating Document Text Templates section. The process is described using the example of a sales order, but works analogously for all documents. To change the text of a document text template, proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Orders page.
• Select the sales order for which you want to change the document text.
• Click Related > Document Texts in the menu bar of the sales order.
• Click the description of the document text that you want to change. The From Template column displays whether the document text was created from a template.
• Navigate to the Text Types FastTab on the Document Texts page.
• Click the text type whose text you want to change.
• Edit the text in the text editor.
• To save the text, click OK.
• Optional Repeat these steps for all relevant document texts.

You have successfully changed a document text created from a document text template.

Document Lines

In our ERP solution, you have the option of formatting document lines in all service, sales, and purchase documents. This improves the clarity of document lines as well as printed reports.

Document Line Formatting

To format document lines, proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Orders page.
• Open the sales order of which you want to format document lines.
• Navigate to the Lines FastTab.
• Select the line you want to format.
• Optional Select the following checkboxes as needed to format the line: Bold, Italic or Underlined.
• Optional Select the Page Break checkbox if you want to insert a page break after a specific line in the printed document.
• Optional Select the Hide Line checkbox if you want to hide a specific line in the printed document.

You have successfully formatted a document line. This formatting will be applied to the line description as well as the document printout of the respective report.

Enabling/Disabling Notification for Document Lines without Prices

In our ERP solution, you can activate a notification that informs you during posting if document lines without a sales unit price exist. This is useful so that no posted documents are created without pricing information.
This notification can be activated for purchase, sales, and service documents and only applies to lines in which the value entered in the Qty. to Receive or Qty. to Ship field is greater than 0. The following sections describe how you can activate notifications for the respective business area.

Activating Notification for Purchase Documents

Proceed as follows to activate notifications for purchase document lines without price information:

• Use the quick search (ALT+Q) to find the Purchases & Payables Setup page.
• Select the Warning option in the Behavior Zero Prices field in the General FastTab.

You have successfully activated notifications for zero price lines in purchase documents.

Activating Notification for Sales Documents

Proceed as follows to activate notifications for sales document lines without price information:

• Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
• Select the Warning option in the Behavior Zero Prices field in the General FastTab.

You have successfully activated notifications for zero price lines in sales documents.

Activating Notification for Service Documents

Proceed as follows to activate notifications for service document lines without price information:

• Use the quick search (ALT+Q) to find the Service Management Setup page.
• Select the Warning option in the Behavior Zero Prices field in the General FastTab.

You have successfully activated notifications for zero price lines in service documents.

Setting Up Document Sending Profiles

In our ERP solution, you have the option of using document sending profiles to define a standardized configuration for the electronic transmission of documents. That way, you no longer have to select a configuration when using the Post and Send function. You can currently assign document sending profiles to customers and document layouts. To set up document sending profiles, proceed as follows:

• Use the quick search (ALT+Q) to find the Document Sending Profiles page.
• To define a new document sending profile, select New from the menu bar.
• Enter the following information in the General FastTab:

• Navigate to the Sending Options FastTab.
• Enter the following information:

You have successfully finished setting up a document sending profile.

Setting Up Debited Cost Centers for Documents

Important

In an existing system, this functionality may need to be updated first. To do this, the following conditions must be met:

• On the General Ledger Setup page in the Dimensions FastTab, the value in the Cost Center field matches one of the values in the Global Dimension Code 1 or Global Dimension Code 2 fields.
• On the Order Types page, the checkbox in the Debited Cost Center column is cleared for all order types.
• On the Order Types page, no value is specified in the Default Debited Cost Center column for any order type.
• No open service orders exist that use an Order Type with a Debited Cost Center.

Then proceed as follows to update the functionality:

• Use the quick search (ALT+Q) to find the Features page.
• Navigate to the DEBITEDGLOBALDIMENSIONS line.
• Click Disabled in the State column to activate the functionality.
• Confirm the dialog with Yes to activate the functionality for all users.
• The functionality is activated and the value in the State field is set to Enabled.

In our ERP solution, you can set up global dimensions as debited cost centers that are used by default in order types. You can use this function to post revenues and costs separately to different cost centers. The following sections describe how to set up default debited global dimensions.

Selecting Debited Global Dimensions

In our ERP solution, Global Dimension Code 1 and Global Dimension Code 2 are used as the default debited global dimensions. More information on this can be found under Setting Up Dimensions. Proceed as follows to select the debited global dimensions:

• Use the quick search (ALT+Q) to find the General Ledger Setup page.
• Click Home > Change Global Dimensions... in the menu bar.
• In the Global Dimension Code 1 field, select the dimension that should be used as the primary default debited global dimension.
• In the Global Dimension Code 2 field, select the dimension that should be used as the secondary default debited global dimension.

Your changes are saved automatically. You have successfully selected the default debited global dimensions. The dimension values can then be set up in order types.

Setting Up Debited Global Dimensions in Order Types

To use debited global dimensions in documents, they must first be set up in the order types. Proceed as follows:

• Use the quick search (ALT+Q) to find the Order Types page.
• Navigate to the line of the order type for which you want to set up debited global dimensions.
• In the Default Debited Global Dimension Code 1 column, click the selection field.
• Select the relevant dimension value as debited cost center. The name of this column is determined dynamically, e.g., Default Debited KST if you have set up KST as Global Dimension Code 1.
• In the Default Debited Global Dimension Code 2 column, click the selection field.
• Select the relevant dimension value as debited cost center. The name of this column is determined dynamically, e.g., Default Debited KTR if you have set up KTR as Global Dimension Code 2.

You have successfully set up debited global dimensions in an order type. Your changes are saved automatically. If the order type is used in sales or service documents, the costs will be posted to those dimensions.