Step 1: Accessing the Customer 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 Customer Document Type.

This is where you define the types of financial documents your system will use for customer transactions — and assign value behaviors to each type.

Step 2: Understanding the Purpose

Customer Document Types are used to categorize the various types of financial records related to customer billing and adjustments.

This includes:

• Invoices

• Credit notes

• Proforma documents

• Any custom document types your organization uses for customer-facing financial interactions

Each document type you define helps determine:

• Which template to use

• How the document is handled in financial reports

• Whether the document increases, decreases, or does not affect a customer’s account balance

Step 3: Creating a Customer Document Type

To create a new document type:

• Click the “+” button in the top right

• Enter the Document Type Name (e.g., Final Invoice, Deposit Acknowledgement)

In this example, let’s create a document type called Final Invoice.

• Select the appropriate Value Direction (+1, 0, or -1)

• Set Value Direction to +1 — because this document increases the customer’s balance

• Mark it as Active so it can be used in customer transactions immediately or enable the Active toggle to make it available for use

Step 4: The Role of Value Direction

Every Customer Document Type includes a Value Direction setting, which defines how the document affects financial totals.

• +1 means the document adds to the customer's balance. Use this for invoices or charges.

• 0 means the document has no effect on the balance. Use this for documents like proforma invoices that are just for reference.

• -1 means the document reduces the customer’s balance. Use this for credit notes or refunds.

By assigning a correct value direction:

• Reports will show accurate totals

• Dashboards will reflect real-time financial data

• Workflow automations (like reminders or follow-ups) will behave as expected

Incorrect value direction may cause misreporting — for example, treating a credit note as a positive invoice could falsely increase receivables.

Now, click Save to confirm the new entry.

Step 5: Editing or Deactivating a Document Type

To edit a document type:

• Click on the document name to open the detail view

• From here, you can:

  • Rename the document type

  • Change the Value Direction if the financial behavior changes

  • Toggle Active on or off to control visibility and usage

You may want to inactivate a document type if it is no longer relevant, such as a legacy billing format or an old discount category.

Click Save or Save & Close when finished.

Step 6: Using Customer Document Types in Financial Workflows

Once created, these are the Customer Document Types

• Available for selection during invoice and credit issuance

• It is also used to control how each document appears in ledgers and dashboards

• It can also be integrated into financial reports and aging analysis

You’ve now successfully:

• Accessed and configured Customer Document Types

• Assigned appropriate Value Directions for each type

• Edited, activated, or deactivated document categories

• Learned how these types influence reports and financial flows