Document Types and Classes in Dost

In this section, you'll learn about the different document types Dost can process, what each classification means, and what actions to take when a document is identified with the wrong type.

Understanding document types will help you diagnose why certain documents behave unexpectedly and allow you to resolve issues quickly.

What Document Types Exist in Dost?

Dost automatically classifies every document it receives into one of the following categories:

Document Type	Description	English Name
Invoice	Billing document issued by a supplier. This is the most common document type.	Invoice
Purchase Order	Purchase order generated internally or received from a supplier.	Purchase Order
Delivery Note	Delivery document or shipping note accompanying goods.	Delivery Note
Credit Note / Corrective Invoice	Document that partially or fully corrects or cancels a previous invoice. Its amount is usually negative.	Credit Note
Unknown	Dost could not classify the document into any of the above categories. Manual review is required.	Unknown

Why Is the Document Type Important?

The document type directly affects how Dost behaves:

Mappings and workflows can be configured to apply only to specific document types (for example, invoices but not delivery notes).
Discrepancies are calculated by comparing documents of related types (for example, an invoice versus a purchase order).
ERP exports may require different fields or formats depending on the document type.
If Dost classifies a document incorrectly, mappings and approval workflows may not execute as expected.

What Does the "Unknown" Type Mean?

When Dost cannot determine the document type, it classifies the document as Unknown. This commonly happens when:

The document has an unusual format or poor scan quality.
The document belongs to a type that Dost does not recognize (for example, a proforma invoice, quotation, or expense sheet).
The document is blank or illegible.

How Do I Change a Document Type? (Steps)

Open the document from the Documents section.
Locate the Document Type field in the document detail view.
If the type is incorrect or set to Unknown, click the field and select the correct type from the dropdown menu.
Save your changes.
Verify that the corresponding mappings and workflows now execute correctly.

💡 Tip: If a supplier consistently generates documents that are classified as Unknown or with the wrong type, consider using self-training or a mapping to correct the classification automatically.

What Happens When an Invoice Is Classified as a Credit Note?

This is one of the most common classification issues. Dost may interpret a standard invoice as a Credit Note because:

The amount appears as a negative value.
The supplier's format is unusual.
Certain keywords or terminology in the document suggest a credit note.

Business Impact

If an invoice is classified as a credit note:

It may not follow the correct approval workflow.
It may be exported to the ERP with the wrong document type.
Financial reporting and reconciliation processes may be affected.

How Do I Fix It? (Steps)

Open the document and check the Document Type field.
If the type is incorrect, select the correct type (for example, Invoice) from the dropdown menu.
Save the changes.
If this supplier causes the issue repeatedly, create a mapping with a condition such as:"If Supplier = X, then Document Type = Invoice."This will automatically correct future documents from that supplier.

Best Practices

Regularly review documents classified as Unknown. They often indicate new suppliers or documents that require additional configuration.
When creating mappings or workflows, always include the document type in the conditions to avoid applying rules to the wrong documents.
If you frequently receive credit notes or corrective invoices, ensure that both your ERP and your workflows are configured to handle them correctly within Dost.

Document Types and Classes in Dost

Understand the different document types processed by Dost (invoices, delivery notes, credit notes, Unknown), and learn what to do when a document is classified incorrectly or marked as unknown.