A document is one of the main tools in Keruy™, which is a specific action, an accounting element that records a business transaction: financial, commodity, organizational, etc. The document belongs to a specific type, and it is the document type that determines its functionality and behavior

Their purpose:

• Recording operations: cash outflow, cash receipt, receipt of goods, return, etc.

• Process automation: inventory accounting, stocktaking

• Based on documents, reporting on sales, expenses, profits, balances, etc. is generated

Location

Documents are an integral part of every Keruy™ module. The tool for configuring document types is located in the left navigation panel, in the "Settings" section, under the "Accounting" block

Right here, you have the opportunity not only to view and adjust existing documents but also to create an completely new document type according to your company's needs

Adding

You can create a new document type by clicking the "+Add" button on the main page

Form for creating a new document type:

1. ID - document identifier, which is an English entry corresponding to the command the document will execute. For example: expenses, sales_return - return from customer, etc. Be careful, because this value cannot be changed after the document type is created

2. Name - directly, the name of the document. In fact, this is the identifier translated into Ukrainian (Expenses, Return from customer, etc.)

3. Context - this is the condition (environment) for which this document will be applied (Money, Nomenclature, etc.)

4. Icon - an icon/image that precedes the document name and is its graphic representation

Document Settings

The document configuration functionality contains a series of tabs located in the top menu

1. General

   A tool for editing general information about the document. Here you can change the name, context, icon, and add a color

   
   

2. Functionality

   Using this tool, you define certain additional functions for the document (for example: file library, the ability to assign participants, communication, status display, etc.)

   

3. Statuses

   A tool for linking specific statuses to a document type. You can add any status from the suggested list by selecting it and clicking the "+" symbol or Create a new status by going to the Settings section

   

4. Actions

Functionality that determines the document's capabilities. Here you can:

• add a field for entering an amount

• provide the ability to create new documents based on the actual one (for example: create an invoice based on a sales order, etc.).

• define fields that will be filled in when creating a document (for example: category, responsible party, counterparty, etc.)

  

5. Form

   A tool used to format the appearance of the document's main page

   Here you can:

   • choose the fields to be displayed in the document form

   • configure additional parameters for individual fields

   • add fields for working with subdivisions, legal entities, counterparties, contracts, locations, accounts, equipment, etc.

   • create a convenient form structure tailored to the specifics of the company's operations

   

6. Properties

   These are additional custom fields that you create yourself if the general list of tools is not sufficient for configuring the document. For example, you can add a field "Delivery hour", which will be relevant for generating customer orders, etc.

Document Card

According to their purpose, documents are divided into stock and financial. Stock documents contain nomenclature, while financial ones record the company's financial processes, in particular receipts, outlays, and transfers of funds

Some fields and tools may differ depending on the type of document, in accordance with its functionality and purpose

1. General

   The main page of the document. Structurally, the document card consists of a header with details, a functional panel, a table section (for stock documents), and working tools

   

   Here you can add nomenclature, create tasks, change amounts, warehouses, accounts, counterparties, project affiliation, add participants, and also print the document

   
   

2. Related Documents

   A tool with which you can analyze all documents created based on the current document, as well as view and analyze the entire chain of related actions and processes

   

3. File Library

   An archive of uploaded files or images, used to store scans of documents, warranty cards, or certificates of quality, etc.

   
   

4. Communication

   An internal chat regarding actions within the document. The history of actions is saved here, and you can also leave comments to discuss details and coordinate work

   

5. Scenarios

   A tool that provides the ability to configure automated processes within the document, such as automatic status changes, executing actions under certain conditions, launching related processes, etc.

Create Based On

If the appropriate settings are enabled in the "Actions" section, you can create other document types based on the current document. In this case, part of the information is transferred to the new document automatically, which speeds up work and reduces manual data entry

Document Cloning

If necessary, you can clone an existing document, choosing which fields will be duplicated in the copy. This allows you to quickly create similar documents without re-entering data

Print

In Keruy™, you can create printed templates. You can customize print forms in your space, assign them to specific document types and, if needed, make changes at any time without using third-party programs

Nomenclature Selection

When the document status is not "Completed", the special "Nomenclature selection" function remains active. It is used to quickly add items and services to the document

In the nomenclature selection window, you immediately see the actual quantity of items in stock, reserve volumes, expected receipts, and prices. Just specify the required quantity in the corresponding field - and the nomenclature will be automatically added to the document

Nomenclature Import

Keruy™ features a convenient function for importing nomenclature from Excel files. It allows you to quickly add large volumes of data to the system and significantly saves time when working with products and services

Simply prepare the file in the required format and upload it to the system - the nomenclature will be automatically added or updated according to the entered data

Nomenclature import is carried out in several steps:

1. Select the file

   

2. Map columns

   

3. Preview and import

   

   All new positions that are not in the list of existing nomenclature can be created automatically by Keruy™ during import. This allows you to quickly add new goods or services to the system without manually creating each position separately

Dividing and Merging Documents

The "Division" and "Merge" document functions deserve special mention. They allow for flexible data management and simplify accounting in various work situations

The division function makes it possible to split one document into several separate ones, for instance, to distribute goods between different warehouses, counterparties, or projects

Merging, on the contrary, allows you to form one document from several existing ones, gathering all the necessary information into a single document card

Adding Participants

Participants are company employees who are granted access rights to specific information. You can assign several participants to a document

When participants are assigned to a document, their initials will be displayed in the upper right part of the page.

Archiving

If necessary, documents in Keruy™ can be moved to the archive. This allows you to hide outdated or completed documents from the main workspace without deleting them from the system

Deleting a Document

If the document status is not "Completed", the user has the appropriate access privileges, and the document has no dependent records (such as documents created based on it), it can be deleted from the system.