The following steps walk through the process of setting up a new document code. Establishing a new HTML for a document code is not covered because that requires a development effort. The point at which that new HTML is assigned to the new document code will, however, be pointed out.
Determine the document type that should have the new document code, and create a record on the Document Control table. It is often easy to select an existing document code to 'clone'. When records need to be created on the Document Control or other tables, then records for the original code are selected and copied, making any changes necessary before saving.
At this point, the document code cannot be created in the application. To inform the application about the document code, an entry has to be added to the Application Page Registration table. It is on this APGS table in the Destination [Dest] Page field where the new HTML will be associated with the new document code.
Now the document can only be created by a user with administrator security rights, so it will have to be added to the Application Resources (SCRSRC) page. There it is placed into the applicable Security Group. This setup is performed in the CGI Advantage Administration application.
Was the document code setup with a Time Restriction of Limited by Accounting Periods or Limited by Both on the Document Control Table? If so, then entries will now have to be added to the Allowable Accounting Periods for Document Code (AAPDC) table for those accounting periods for which the document code can be processed.
Should the document code have the ability to be created with automatically generated document numbers? If so, then one or more entries will have to be added now to the Automatic Document Numbering (ADNT) table for the document code. This step would be mandatory if the Auto Numbering Required flag is checked for the document code on the Document Control table.
Will this document have workflow rules? If so, then two batch jobs have to be executed in Financial to update the Administration application. The first of these is the Populate Document Codes job. This job will load the new document code into the Administration application. There are no input batch parameters for this job. The second is the Populate Workflow Meta Data job. It will load the Administration application a list of all fields available for workflow rules on the various document components of the new document code. This second job contains a batch parameter where just the new document code can be entered so the job will not populate information for all document codes. More information on both batch jobs can be found in their respective run sheets.
To setup a workflow rule, at least one field for the new document code must be identified on the Manage Approval Fields (IWF06) table. Once identified, the next step is to define one or more conditions on the Manage Approval Conditions (IWF07) table. Then with conditions, the actual workflow rules are established on the Approval Setup (IWF08) table. For information about workflow, please refer to the CGI Advantage System Administration Guide.
Will this document code be created from a copy forward of another and will it be able to create another with a copy forward? What fields are copied and which are not are defined with an application coding effort. For a document code you have cloned, if there is a copy forward into it or from it then there will be code for the copy forward to function. If there isn't, or one of the existing ones does not perform as you would want, then a development effort would be needed to develop a new Document Sub Action. Once the appropriate sub action is known, then an entry for copy forward into and/or copy forward from would be added to the Document Copy Forward Control (DCFCTL) table.
Will this document code be referenced by another or will it reference others? If either, then you may have to enter one or more records on the Document Allowable References (DARF) table. If you created a document code that will fall into a DARF rule with the wildcard value of ALL, then you will not need an entry. Remember, even memo references must be defined on DARF.
If the answer to the above was Yes then you may have to enter one or more tolerance rules if your intended reference type is anything other than Memo. Tolerances are entered on the System Tolerance (STOL), Fund Tolerance (FTOL), or Document Code Tolerance (DTOL) tables. Please refer to the section on Tolerances for more information.
If the document code added belongs to the Evaluation (EV), Requisition (RQ), Purchase Order (PO), Master Agreement (MA), Invoice (IN), Receiver (RC), Performance Evaluation (PE), Renewal (RN), Solicitation (SO), or Solicitation Response (SR) document type, then you will have to add an entry to the Procurement Document Control table (PRDOC). One or more entries will have to be made to the Documents tab of the Procurement Type (PRCUTYP) table, depending on the number of Procurement Types and Procurement States the new document code will be used in. At a minimum, the document code must be added to the Documents tab for the Unclassified Procurement Type.
If the document code is not a budgeting document, will the document make budget updates? If your application lists document codes on the Required Budget (REQBUD) table, then the new one will have to be added there.
Will the document code be one that uses event types? If so, then you will need an entry for each event type for the document code on the Allowable Event Types for Document Code (AETDC) table. If you are creating new event types for the document code to use, then you will have to add records to the Allowable Event Types for Document Type (AETDT) table first.
When event types are used on the new document code, a record will have to be added to the Document Events tab of each profile and stage combination where activity is to be allowed with Budget Fiscal Year Staging. Some stages may even have multiple records. For more information, please refer to the section on BFY Staging.
The creation of a new document code in the Automatic Disbursement (AD), Manual Disbursement (MD), Disbursement Reclassification (DC), Receivable (RE), Collection Agency (CL), or Write Off (WO) will not require new entries on the AP Event Type Cross Walk (APETXW), MD Default Event Type (MDDFEV), DC Event Type Cross Walk (DCXWLK), or Event Type Defaults (ETDFLT) unless new event types were also setup.
If any Combination Validation, Required Element, or Inference tables have been setup in the Chart of Accounts area where document code is a key field, then records may have to be added to those tables as well. The Valid and Invalid Document Code and Object table is one example.
If the document code added is a clone of the Vendor Customer Creation (VCC), Vendor Customer Modification (VCM), Invoice (IN), or Stand-alone Invoice (IS) document codes, then you will have to add an entry to the Document Creation Action (CREAACTN) table if that clone is to be presented as a choice for users on the Document Create page. Note: The Populate Document Codes process should be run before adding a record to the table for a new cloned document.