Overview

DocTypes are the backbone of iVendNext workflows. They define how data is stored, organized, and shown—whether it's Sales Invoices, Inventory, or Projects.

This comprehensive guide will help you:
✔ Understand what DocTypes are and why they matter
✔ Learn how to create and customize DocTypes
✔ Discover advanced features for complex business needs

1. What Are DocTypes?

The DNA of Your Business Data

DocTypes are iVendNext's equivalent of database tables, but with powerful built-in features:

• Data Modeling: Define what fields are stored (e.g., Customer Name, Date, Amount)

• Business Logic: Control how records behave (validation, calculations, workflows)

• User Interface: Determine how data is displayed and interacted with

Common Examples:

• Transactions: Sales Orders, Purchase Invoices

• Masters: Customers, Items, Suppliers

• Setup: Company, Fiscal Year

2. Core Components of a DocType

Fields: Your Data Building Blocks

Every DocType consists of fields that define your data structure:

Key Properties

• Naming Series: Auto-generate IDs (SO-0001, INV-2023-001)

• Permissions: Control who can create/edit/view

• Workflow: Define submission/approval processes

3. Creating a New DocType

Step-by-Step Setup

1. Navigate to:

Setup > Customize > DocType > New  

2. Configure basics:

• Name: Logical name (e.g., "Project Task")

• Module: Where it appears (e.g., "Projects")

• Is Submittable: Requires formal submission

3. Add fields:

• Click "Add Field" for each data element

• Set types, labels, and validation rules

4. Set advanced options:

• Is Tree: For hierarchical data (e.g., Organizations)

• Track Changes: Maintain version history

4. Advanced DocType Features

a) Child Tables

Create related records within a parent document:

• Sales Order → Order Items

• Project → Tasks

Pro Tip: Use Editable Grids for faster data entry in child tables.

b) Custom Scripts

Add business logic with JavaScript:

// Auto-calculate total when quantity changes  

cur_frm.cscript.qty = function(doc) {  

  doc.amount = doc.qty * doc.rate;  

  refresh_field('amount');  

};  

c) Web Integration

Enable DocTypes for customer portals:

1. Check "Allow in Website"

2. Configure portal views

5. Best Practices for DocType Design

1. Plan Before Building

• Map all required fields and relationships

• Consider reporting needs

2. Naming Conventions

• Use consistent prefixes (e.g., "CUST_" for customer fields)

• Avoid spaces in fieldnames

3. Security First

• Set granular permissions early

• Use Role Profiles for standardization

4. Performance Considerations

• Limit mandatory fields in high-volume DocTypes

• Index frequently searched fields

6. Common Use Cases

a) Custom Project Management

Create DocTypes for:

• Projects (parent)

• Tasks (child table)

• Time Logs (linked)

b) Enhanced Inventory Tracking

Add custom fields to Item DocType:

• Storage Locations

• Supplier Codes

• Custom Attributes

c) Tailored CRM

Extend Customer DocType with:

• Interaction History

• Credit Limits

• Preferred Communication Methods

Troubleshooting Guide

Here’s a quick look at some common issues you might run into.