A document type is a set of documents grouped according to their content. An example of a document type is e.g. invoice, purchase order,..
The documents sort themselves into the appropriate associated folders, except for scanned documents where the user determines the type and direction of the document.
In the EBA system, document types are defined:
- by a document type , named according to its content,
- a document direction, which depends on who the sender or recipient of the document is
- the document type , which can be system (predefined in the system) or internal (created by the user).
In the EBA system, some system document types are already defined (Delivery Note, Correspondence, Purchase Order, Invoice,…). The user has the possibility to create his own documents, i.e. internal document types in the Administration > Document types section Document types.
Each document type has its own direction depending on who is the sender and who is the recipient of the document
Depending on the direction, documents are divided into
▪ Incoming documents, which are received by your company and your company is the recipient, the sender is e.g. a business partner. These are therefore the documents that you capture in the EBA DMS.
▪ Output documents that are sent from the company, your company is the sender, the addressee is e.g. a business partner or an individual; these are the documents that you send from the EBA DMS.
▪ internal documents, i.e. those that are created and remain in your company. Internal documents include all documentation that is relevant only to your company – minutes, employment contracts, reports, analyses, etc. Internal documents are created in the EBA DMS and remain there
You must tick the document types you wish to use in EBA. If you are going to use internal documents, you must first create them.