Step 1: Accessing the Supplier Document Type Configuration

Let’s begin by opening Swiftly Workspace.

From the homepage:

• Click on Configuration

• Then select Master Data Management

A new window will appear.

Scroll to the Financials section and click on Supplier Document Type.

This is where you define the different types of documents you receive from suppliers — each with a financial or operational purpose, such as purchase tracking, quotation review, and goods delivery.

Step 2: Understanding the Purpose

Supplier Document Types help categorize supplier-related records so your team can track and manage:

• What has been requested from suppliers (e.g., Purchase Orders)

• What has been proposed (e.g., Quotations)

• What has been delivered (e.g., Delivery Notes)

These classifications are important for:

• Matching documents to transactions

• Supporting proper document flows in procurement

• Ensuring clarity in reports and supplier communications

Step 3: The Role of Value Direction

Each document type includes a Value Direction setting, which defines its financial impact:

• +1 is for documents that add value to your payables or commitments.

• 0 is for non-financial documents that are used for reference or logistics.

• -1 is for documents that reduce your financial obligations (e.g., returns or credit notes).

Here’s how it applies to the examples:

• Purchase Order → +1

• Indicates an intention to buy and commit funds. It reflects an expected financial obligation.

• Quotation → 0

• Serves as a supplier’s proposed price. It does not impact your payable balance and is used only for evaluation.

• Delivery Note → 0

• Confirms goods have been delivered. It has no financial impact by itself but supports reconciliation.

Step 4: Creating a Supplier Document Type

To add a new document type:

1. Click the “+” button in the top-right corner

2. Enter the Document Type Name (e.g., Purchase Order)

3. Select the correct Value Direction based on the document’s role

4. Enable the Active toggle so it can be used in workflows

Example: Let’s add Quotation as a supplier document type.

• Set Value Direction to 0 since it is non-binding and used for reference only

• Keep it Active for immediate use in purchase planning and comparison

Click Save to store your document type.

Repeat the same steps for other types like Purchase Order (+1) and Delivery Note (0).

Step 5: Editing or Deactivating a Document Type

To update a document type:

• Click the document’s name to open it

• Make any needed changes:

  • Update the name

  • Adjust the Value Direction

  • Toggle the Active status on or off

If a document type is no longer used — for example, if your company stops accepting handwritten delivery notes — you can deactivate it to prevent future use.

Click Save or Save & Close when finished.

Step 6: Using Supplier Document Types in Workflows

Once created, these document types can be:

• Assigned during purchase requests, delivery confirmations, and supplier evaluations

• Filtered in reports to analyze procurement timelines

• Used in matching processes (e.g., matching a Delivery Note to a Purchase Order)

For example:

• A Purchase Order with +1 shows a pending commitment

• A Quotation with 0 is stored for supplier comparison

• A Delivery Note with 0 helps verify the order has been fulfilled

This structure supports a complete, traceable procurement flow — from quotation to delivery to payment.

You’ve now successfully:

• Accessed and configured Supplier Document Types

• Assigned correct Value Directions for each document role

• Edited and managed supplier documentation

• Integrated these types into your procurement and financial workflows