The Documents feature is used to store strings of pre-written text to be attached to a given item to be printed at the Letter of Credit, Logistics, Customs Entry, Purchase Order and Item modules. These texts are crucial in that they provide needed information in all areas of the system.
Documents can be created and managed using the spreadsheet download and upload processes, which are accessed through the main Merchandising task list under Foundation Data > Download Foundation Data and Foundation Data > Upload Foundation Data respectively. Navigate to Foundation Data > Download Foundation Data, choose the Template Type of Foundation and the Template titled Documents to download existing Document data into a spreadsheet.
To add a new Document, start in the Document Class tab. In a blank line in the template, select the action type of Create and enter a code (having up to 6 numeric digits) to serve as an identifier for the new Document you are adding. Next proceed to enter in the document description that describes the document purpose and select a document type classifier to associate with the new document. The values in the Document type drop down can be configured based on your need via the codes configuration template. Additional details that you can capture as part of the document creation include:
A sequence number that controls the order in which the documents will be listed on an associated item such as a PO, Customs Entry etc.
Document text field that allows captures the actual text of the document (up to 200 characters)
Letter of Credit Document indicator that indicates whether or not the document is a Letter of Credit document. It may be noted Letter of Credit documents are not modifiable in any other dialog besides Letter of Credit screens.
If you wish to store and manage translations for the document description then the same can be managed via the Document Translations worksheet. For each new language in which a translation is to be defined, add a row to the worksheet with an action type of Create carrying the language code and the document code for which the translation is being defined together with the translated document description.
If you would like to update any Document details, a similar process will be followed as that described above for creating new Documents. First, download the Documents spreadsheet, and then navigate to the tab where you would like to make your updates.
The following columns can be updated in each tab:
Documents – Document Description, Document Type, Sequence No, Document Text
Document Translations – Document Description
In the tab where you are going to make your updates, select the action type of Update for the rows being updated, and then correct the value in the spreadsheet. Once your updates are complete, save and close the spreadsheet.
If you wish to delete a document because it is not used by your business, update the action column to select Delete for the rows containing the document in each of the tabs where it occurs. This includes both Documents and Document Translations tabs. Care should be taken ensure that a Document is not used or associated with an item before deleting it or an error could be raised on upload.
For all actions defined above, once all the updates have been made to the data in the spreadsheet, save the file and close it. Then, return to the Merchandising screens and select Foundation Data > Upload Foundation Data from the main task list. In this screen, you'll again select the template type Foundation and the template Documents. This will generate a process description automatically, but this can be updated if desired. Lastly, you'll select the Browse button and navigate to the directory where you saved the updated spreadsheet.
To review the status of the upload and check whether any errors occurred, select the Foundation Data > Review Status task from the main task list.
See also Download/Upload Data from Spreadsheets and View Data Loading Status.