Document Types in Atlanto
Create various documents under Sales/Orders in Atlanto.
Basically, all documents have the same structure (see tutorial “How do I create an invoice?” step 4). What changes is the title and, for example, the option to use an additional delivery address for the delivery note, or the fact that a receivable is created directly from the invoice as soon as the status is set to “Set.”
Which documents you should use depends on your products and your process design.
Below, we talk about all document types and how they relate to each other in Atlanto.
Template
Creating templates is worthwhile if you want to create documents regularly based on the same positions and content. The advantage of the template is that you can transfer the content to other document types by clicking on the three dots and then “Create document.” The template therefore offers you maximum flexibility.
Quotation
You can keep track of your quotations – or offers – by using statuses (Draft, Set, Accepted, Rejected).
When you set the status of a quotation to “Accepted,” you can directly create an invoice or other document from it (click on the three dots, then “Create document”).
Once the status of a quotation is set to “Accepted”, click on the three dots, then “Create document” to create an invoice or other document based on this offer.
Order Confirmation
Once you have set the status to “Accepted,” you can convert this document into others.
Delivery Note
The special feature of the delivery note is that you can enter a delivery address in addition to a billing address. To add a delivery address, click on “Select customer” again and then select the delivery address from the drop-down field. If you set the status of the delivery note to “Accepted,” you can then create an invoice or credit note from it, in which case only the billing address will be used.
Invoice
When an invoice is set to the status “Set”, a QR payment slip is printed on its last page, provided that you have added it correctly (see the tutorial “QR invoice – what do I need to know?”). In addition, a receivable is automatically created for you in the Accounting/Receivables module.
Credit note
A credit note is used to confirm to customers that they have been credited for any overpayments. Unlike the invoice, the credit note is not activated in accounting. It serves solely as written confirmation. Consider the following situations:
- Overpayment: Go to Receivables, then click on the three dots and “Settle open positions,” and enter the total amount in the “Amount received” field. A credit account is maintained for the customer, which can be reused when posting the next invoice.
- If you want to transfer the amount back to the customer directly, cancel the negative active position of account 1100 with the bank’s contra account.