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Document ID Administration

Document IDs support the legal requirement to print unique numbers on legal documents, such as invoices and receipts. Governments provide specifications for the document ID format, and this format may be used to generate a document ID mask within the Siebel application.

Use the Document Id Mask view to create a document ID mask for each document, as required. A mask is a set of components that, when compiled together in a particular sequence, generate a completed document ID. For example, the first component of a mask may be a company code, the second component may be an employee ID, and the third component may be a code specific to the type of document. Together, these components make up a document ID.

Once the mask is created, it must be assigned to an individual user who has the authority to use it. When the user prints from the handheld, a unique sequence of numbers is printed onto each legal document defined with a document ID mask

In the Document Id Assignments view, associate each document with an individual who is authorized to print it. For example, if you have 200 van sales representatives who are all authorized to print both invoices and receipts, you will assign two document IDs to each representative, for a total of 400 records added to the Document Id Assignments view.

To create a document ID mask

  1. From the application-level menu, select View > Site Map > Document Id Administration > Document Id Mask.
  2. In the Document list, create a record and complete the necessary fields.

    3. Some of the fields are described in the following table.

    Field
    Comment
    Name
    Unique name for the document (for example, California invoice).
    Document Type
    Type of document being printed (for example, invoice).
    Mask Separator
    A character used to separate the components of the document ID.

  3. In the Mask list, add a record for each component of the document ID mask, and complete the necessary fields.

    4. Some of the fields are described in the following table.

    Field
    Comment
    Sequence
    A number that indicates the position of the component in the mask.
    Mask Type
    Indicates whether the component is a literal value, a lookup value, or a concatenation of a literal value and a lookup value.
    Value
    The static value used if the mask type is literal or literal lookup.
    Employee Field
    The parameter to look up if the mask type is lookup or literal lookup (for example, Login Name or Position Id).

    NOTE:  Populate only one of the two fields, Value or Employee Field, not both.

  4. From the Show drop-down list, select Document Id Assignments.
  5. In the Sequence list, add a record and complete the necessary fields.

    6. Some of the fields are described in the following table.

    Field
    Comment
    Document
    The name of the document you assigned in Step 2 of this procedure.
    Document Type
    This field is automatically populated when you choose the document.
    Employee
    The ID number of the employee authorized to print this document.
    Login Name
    This field is automatically populated when you choose the Employee.
    Start Seed Number
    The first sequence number to be used in the document ID mask. This number is incremented each time the document is printed by the employee on the handheld to make sure that each document ID is unique.
    Last Sequence Number
    This number is synchronized from the handheld and indicates the last number in the sequence used by this document/employee combination.
    Mask Value
    The generated value of the mask (minus the sequence number), based on the mask and employee selected.
    Last Document Id
    This value is synchronized from the handheld and indicates the last document ID used on the handheld by the employee.


 Siebel eConsumer Goods Handheld Guide for Windows-Powered Devices 
 Published: 18 July 2003