> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/settings/global-settings/document-types/table-columns/best-practices-2.md). # Best practices ## Keep the default columns for amounts and quantities The line-item checks (*quantity × unit price = line total*) and PO matching look for the default columns `QUANTITY`, `UNIT_PRICE`, `TOTAL_AMOUNT`, `ITEM_NUMBER`. If you create your own columns for these values instead, the checks do not run and PO matching reports missing mandatory columns. Rename the *title* if the wording does not suit you; keep the column. ## Hide, don't delete Default columns you do not need are hidden, not deleted; they cannot be deleted anyway. For your own columns, hiding is also the safer choice while you are not sure whether a script or an export mapping still references the column. ## Mark as required only what blocks export Every required column has to be filled in every row before a user can approve the document. Use it for values the ERP rejects when missing (for example the cost centre in an accounting export), not for values that are merely useful. ## Use *Read Only* for looked-up values Values that a script or a master-data lookup writes into the table (article description from the item master, tax code from the supplier) should be read-only, so users correct the source instead of the copy. ## Use AI per column, not per supplier For a supplier with trained rules, most columns come out right from the rules. If one column is unreliable (long descriptions that wrap, a discount that sometimes sits in a different place), set *Use AI* on that column only. The rules keep the rest. ## Name columns for the ERP, not for the document The *Column name* ends up in export mappings and scripts. `COST_CENTRE` is easier to map than `KST` and does not change when a supplier prints it differently. ## Test on a restarted document After a change, restart one existing document of the document type and open it: the new column appears, the hidden one is gone, required cells are marked. Only then roll it out to users. ## One table per line-item structure Create a second table only when a document type really has two independent tables (for example item lines and a separate charges table). Extra empty tables show up on every document of the type. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.docbits.com/administration-and-setup/settings/global-settings/document-types/table-columns/best-practices-2.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.