This chapter covers operations with documents and document journals, as well as specific properties of infobase objects.
4.1. Numbering items
Code. Code (for documents, a number) is a mandatory configuration object attribute.
Depending on the application, an item code can be assigned automatically or manually when an item is created.
If automatic numbering is defined for a specific object, once an item of this type is saved, the code or number field is filled with an automatically generated code or number. You can edit the assigned codes and numbers. Codes or numbers must be unique within a single object type.
If you attempt to enter a duplicate code or number, the application displays a warning.
Prefix. Codes or numbers of configuration objects can have prefixes. When an item is created, the code or number assigned to it includes a prefix. However, you can completely change the suggested code or number, including its prefix.
4.2. Generating objects based on other objects
1C:Enterprise supports creation of objects based on existing object data.
For example, an application can feature generation of a sales invoice based on a previously created sales order.
The rules for filling the target object based on the attributes of the source object are defined by application design.
To learn whether you can generate objects based on other objects, consult the application documentation.
To generate an object based on another object, select a source object in a list. Then, on the command bar, click Generate and select the object type that you want generated.
This opens the object creation form for the selected object type, with attributes filled based on the source object.
Once a document is created, it is assigned the next sequence number. The current date is used as the document date.
4.3. Deleting items or folders (setting deletion marks)
There are two deletion methods: direct deletion and marking for deletion. The availability of these methods depends on the user rights. If direct deletion is allowed, the responsibility for any violation of infobase reference integrity lies with the administrator who has authorized the use of this method and the user who has deleted the referenced items.
As a rule, applications are designed to maintain the reference integrity of infobase objects: direct deletion of some objects (such as documents) is not allowed, you can only set deletion marks to them. To delete the marked objects, on the main menu, click All functions and run the standard function Delete marked objects (this option is only available if you have sufficient rights).
To set a deletion mark, put the cursor to an item line and then click More actions – Mark for deletion.
To clear a deletion mark, put the cursor to a marked item line and click More actions – Unmark for deletion. This changes the icon in the leftmost column of the list. The commands that set or remove deletion marks can be also available in object forms, on the More actions menu.
IMPORTANT! When you set a deletion mark to a folder or remove it from a folder, this applies to all the items in the folder. The same rule applies to items of a subordinate list.
For more information on deletion methods (direct deletion, setting and removing deletion marks), see 1C:Enterprise 8.3. Administrator Guide.
4.4. Managing external source data
1C:Enterprise supports operations with data stored in external databases. Depending on the application settings, you can view external source data, use this data in reports, and perform operations with this data using the web client.
The system administrator specifies the general parameters for connecting to an external data source.
An attempt to access data stored in an external source initiates a connection to that data source, unless the connection was established earlier. Once a connection is established, the operation continues. If the connection parameters have not been specified, the user is prompted to enter the parameters.
Fig. . External data source connection dialog box
You can save the user name and password for future use, provided that you have enough rights. To save the parameters, select the Remember check box. After you have entered the data, the application connects to the external source and displays the following message: Connected to external data source successfully. Try again. Then you can continue working with data from the external source.
4.5. Using print forms
For some objects, in addition to the screen forms, print forms are available. In this case the object form normally has a button that opens the print form. The button is usually labeled Print, though it may have any similar label.
When you click Print, a print form is generated (an application might also provide other methods for opening that form).
The generated print form can be opened in a new window of the standard 1C:Enterprise spreadsheet editor. If only a part of the form is visible in the window, you can view the rest using the arrow keys and scroll bars.
To edit an automatically generated print form, on the main menu, click Table – View – Edit.
To save an edited print form to a file, on the main menu, To do it, select one of the commands in the menu Tools – File: Save or Save as.
For more information about operations available in 1C:Enterprise spreadsheet editor, see Appendix 3. "Spreadsheet document editor" of 1C:Enterprise User Manual.
To print a form, on the main menu, click File – Print. For more information, see 1C:Enterprise 8.3. User Manual, "Appendix 3. Spreadsheet document editor", section "Specifying print settings". User Manual.
4.6. Understanding access conflicts
When multiple users work in a single application, they might attempt to edit the same object at the same time. Only the user who began editing the object before everyone else is allowed to complete the editing. When other users attempt to edit the object, they get a warning featuring the session number and name of computer that locked this object. See an example in the figure below.
Fig. . An object lock error
An object is unlocked a minute after the changes are saved.
To edit a released object, you have to reopen it. The following dialog will be displayed if a form of an object changed or deleted by another user is opened:
Fig. . Data difference report
To reread the data displayed on the form from the infobase, click Reread.
If the infobase is connected to a collaboration system, in the lock error dialog box, the Send message link will become available. You can use the link to send a message to the user currently editing the data by means of a collaboration system.
4.7. Managing documents and document journals
In 1C:Enterprise, information about a company’s business operations is recorded in documents. Documents can be displayed in lists of documents (all documents in a list have the same type) or in journals. A journal is a list of documents of multiple types.
Generally, a document journal table includes a Document type column.
Fig. . "Financial documents" document journal
As a rule, the leftmost column in a document list or a journal is a service one. It displays the icons that show document status:
Fig. . Status of a document in a journal
- Saved. The document is saved but not yet posted.
- Posted. The document is posted, or it does not support posting.
- Marked for deletion. The document is marked for deletion.
4.7.1. Viewing document journals
Viewing document journals is identical to viewing lists. For the list of operations, see section "" on page .
If a document journal is sorted by date, the following rules apply:
- Documents are sorted by date.
- Documents having the same date are sorted by time.
If sorting by date is disabled, the documents are displayed in the order they were entered.
4.7.2. Adding documents from document journals
If a journal contains documents of multiple types, the Create command opens a menu where you can select a document type.
Fig. . Selecting document type
The menu lists the document types that are displayed in the journal.
You can add documents without opening journals or document lists, provided that this function is available on the Create menu.
In the list of document types, select the required type and click OK. This opens the document creation form where you can enter the document attributes.
If a journal stores documents of a single type, the list of document types is skipped and the window where you can enter the document attributes is displayed.
4.7.3. Specifying document date and time
An absolute majority of documents have fields for entering their dates and numbers.
Specifying the document time is an important feature of 1C:Enterprise. Documents are arranged chronologically and often they are processed in the chronological order governed by the document date and time. Thus, document time is used not only to display the time when the document was entered, but also to assign clear order for documents of the same date.
You can change the date suggested by the system. When a document is recorded, it is normally assigned the current time.
4.7.4. Posting documents
Posting a document is an operation that reflects document data in the accounting records. Whether a document can be posted is a predefined property of the document. When a document is posted, the data stored in the document is recorded to registers (register records are created). Register records describe how the register state changes after document posting.
When you click the document posting button (which is usually labeled Post and close or Post), the document is posted and closed. Posted documents have icons with check marks in document journals (see ).
An attempt to post a document can be unsuccessful. For example, an invoice cannot be posted if the requested quantity of items is not available in the warehouse. In this event, a message informing that the document cannot be posted is displayed and the document is not closed automatically. You can edit the document and retry the posting.
To clear document posting, click More actions – Clear posting and confirm the operation. This changes the document icon (see ).
Fig. . Document posting status
When document posting is cleared, all the operations performed during the posting are rolled back, unless the application has custom rules for clearing posting.
Commands for document posting and posting cancellation are also available in the context menu of a document list.
You can edit, save, post (or choose not to post) an unposted document. The icon in the leftmost column reflects the current status of the document.
4.7.5. Understanding unpostable documents
Documents that are not intended to be posted are never posted but they are marked with the icon that is used for posted documents in document lists. You cannot clear posting of documents that cannot be posted (see ).
Fig. . A list of documents that cannot be posted
4.7.6. Viewing document register records
To analyze the changes made in registers by posting a document, an application can allow to view register records. For details on viewing register records, see the application documentation.
The assortment of columns in the list of register records depends on the register structure.
The form for viewing accumulation register records can look as follows:
Fig. . An accumulation register
The register list form has two mandatory columns.
The Line number column can contain the number of the record in the register record set generated by this document.
The Period column contains icons that describe the nature of the register changes. A + (plus sign) denotes an increase of the absolute value of the register dimension, while a – (minus sign) denotes a decrease. In the above example, it is the + (plus sign) that shows that the amount of money has increased.
4.8. Business processes
Business processes in 1C:Enterprise are intended to combine individual operations into chains of interrelated actions that lead to accomplishment of specific goals. For example, issuing an invoice, accepting a cash payment, and shipping goods from a warehouse can be combined into a Sale business process.
Such chains of interrelated operations within a business process are presented in the business process flowchart. A flowchart describes the logic of the business process and its entire lifecycle, from start to finish, as a sequence of route points.
A route point reflects a stage in the lifecycle of a business process, normally involving the completion of a single automatic or manual operation.
Tasks in 1C:Enterprise allow you to keep record of tasks broken down by performer. The progress of a business process through its route points is actually the progress of task completion. In addition to business processes, tasks can be created by other infobase objects or directly by users.
When a business process reaches a route point where actions of a specific performer are required, a task is generated (or multiple tasks for multiple performers). When a performer marks a task completed, a business process automatically proceeds to the next route point in compliance with the flowchart. Thus, tasks are the driving force for business processes.
Specific business processes and their interconnection with tasks are described in the application documentation.
The general principles of working with business processes and tasks are similar to working with other objects (for example, documents and lists), therefore we will only cover the differences.
4.8.1. Viewing business process lists
By default, a list of business processes displays the following information:
- Date. The date and time of business process creation.
- Number. A unique business process number.
- Started. Shows whether a business process has been started.
- Completed. Shows whether a business process is completed (all the tasks generated by the business process have been completed).
- Head task. The task that generated the business process.
The list of Sale business processes may look as follows:
Fig. . List of Sale business processes
Business process states are displayed with the following icons:
Fig. . Business process states
If a business process has not been started (there are no tasks associated with this process and the Started mark is not set), it is marked with a black-and-white icon.
A business process is completed when it reaches the end point on the flowchart, with all its tasks completed.
4.8.2. Viewing task lists
By default, a list of tasks displays the following information:
- Number. A unique task number.
- Description. A task description.
- Date. The date and time of task creation.
- Completed. Shows whether the task is completed.
- Business process. The business process that generated the task.
- Route point. The business process route point where the task was generated.
In addition to that, a list of tasks can have custom columns that contain other business process or task properties.
Task states are marked with icons:
Fig. . Task states
4.8.3. Completing tasks
Task completion is an important stage of a business process lifecycle. When a task is completed, its business process proceeds to the next route point in compliance with the flowchart, which results in generation of new tasks within this business process.
To complete a task, in the task form, click More actions – Completed.
The application can open additional windows for task completion, for example, it can display warnings or prompt to enter additional information. An application can also check whether certain conditions required for task completion are met (for example, whether a document is approved or whether a discount is applied).
The completed tasks are marked with a special icon and have the Completed check box selected.