Background: Branch Document Profile Maintenance

Use the Branch Document Profile Maintenance (TDM) program to add or change, copy, and delete document profiles that define how you output documents for a branch. See Road Map for work flow. Also see Overview: Document Management System.

The purpose of the Branch Document Profile Maintenance program is to set up parameters for sending document copies to a branch or the branch's ship-to address. These parameters are in addition to or in place of those set up for the document in the Document Output Parameters Maintenance (TDOC) program. You can also use the Document Output Parameters Maintenance program to enter a branch document profile.

A branch document profile determines how you output a document and what address you use. For example, you may email a copy of a transfer shipping document to the receiving branch and follow up by sending a copy by mail.

This topic has these subtopics:

Documents	Labels
Copies	Notes
Recipient Type	User Fields
Document Profiles and Document Output Parameters	Message
Header Image Name	Audit Trail
Footer

Document

You can select these documents for branches:

Select	To set parameters for a	Output the queue
ECO DOCUMENT	ECO Maintenance (ECO) to enter, change, or close engineering change orders	ECO Print Queue (ECOLPM)
LWM PICKING	Location movement ticket created when you obligate a bulk movement item to a manufacturing order in the Manufacturing Order Maintenance (MIM) program or return the unused quantity to inventory with the Location Return selection (ILMR) program	Location Movement Ticket Queue (LWMPPM)
MFG ORDER RECEIVER	Manufacturing order received with the Receiver Maintenance (IRC) program	Receiver Print Queue (VRPPM)
MFG WO RECEIVER	Workorderless parent item received with the Receiver Maintenance (IRC) program	Receiver Print Queue (VRPPM)
SHOP PAPER SHOP PAPER PICK LIST	Based on the Shop paper release time option in the System Options Maintenance (XM) program (Manufacturing Options), when the manufacturing order is released, the components are obligated, or a shipment to the shop floor is created	Shop Paper Print Queue (MSPPM) Manufacturing Picking Print Queue (MOPKPM)
TRANSFER PACKING	Packing slip for a transfer entered with the Branch Transfer Maintenance (ITM)	Packing Slip Print Queue (OPAKPM)
TRANSFER PICKING TRANSFER PRINT	Picking list for a transfer entered with the Branch Transfer Maintenance (ITM)	Picking List Print Queue (OPKPM) Transfer Print Queue (ITPPM)
TRANSFER Receiver	Transfer received with the Receiver Maintenance (IRC) program	Receiver Print Queue (VRPPM)

Copies

You can output multiple copies of each document and select a different output device and recipient for each copy. This means that you can send copy 1 to a spooler, email copy 2 to the branch address, and fax copy 3 to the branch's ship-to address.

Recipient Type

You can select a recipient for each copy of each document. Specifying a recipient type enables the system to retrieve the appropriate email address or fax number for each document copy. See Document Copies & Recipients for a list of documents, recipient types and the source of the email address or fax number used for each.

If the recipient has no email address or fax number, the system does not add the document copy to the queue.

Document Profiles and Document Output Parameters

Document Output Parameters are global. You can set up a branch profile to override them. For example, a specific branch may want you to send a copy of a document by email. You can also set up profiles for ship-to numbers, which allows you to output via EDI to one ship-to address and by fax to another.

If you set up multiple copies for a document, you do not need to create the same copies in each branch profile. For example, you may want to output file copies of these transactions. You should select the Always create this copy? field for these copies rather than set up copies in each branch profile.

The Document Management System follows these rules:

If there is a ship-to number, use the profile for the branch ship-to number.

AND

Output copies for which you selected Always create this copy? in the Document Output Parameters Maintenance program except when the No copy? field in the profile is set to E.

If there is no ship-to, use the branch profile.

AND

Output copies for which you selected Always create this copy? in the Document Output Parameters Maintenance program except when the No copy? field in the profile is set to E.

If there is no profile, output the copies set up in the Document Output Parameters program.

For example, suppose that you set up these copies of a document in the Document Output Parameters Maintenance (TDOC) program:

Copy	Recipient type	Output device	Always create this copy?
1	BRANCH	Spooler	Yes
2	BR RECV	Fax	No

Suppose also that branch 100 and 100A (a ship-to) have profiles and branch 101 does not:

Branch	Copy	Recipient Type	Output device
100	1	BR RECV	Email
100A	1	SHIP-TO	EDI
101	None

Documents for Branch 100

When you enter a new order for branch 100, the document output management system outputs or queues these document copies:

Branch	Copy	Output device	Recipient type	Why
100	1	Email	BR RECV	Profile
100	2	Spooler	BRANCH	Always create this copy? selected

Documents for Branch 100 Ship-to A

When you enter a new order for branch 100 and ship-to address A, the document output management system outputs or queues these document copies:

Branch	Copy	Output device	Recipient type	Why
100A	1	EDI	SHIP_TO	Profile
100A	2	Spooler	BRANCH	Always create this copy? selected

Documents for Branch 101

When you enter a new order for branch 101 or a ship-to address for that branch, the document output management system outputs or queues these document copies:

Branch	Copy	Output device	Recipient type	Why
101	1	Fax	BR RECV	No profile; Recipient type in Document Output Parameters Maintenance
101	2	Spooler	BRANCH	Always create this copy? selected

Header Image Name

You can print your company's logo on a document copy. The image file must be stored in the location you specified in the Base path option in System Options Maintenance (XM) program (Help and Other Path Options).

If you enter a header image name for the document in the Document Parameters Maintenance program, the file name populates the Header image name field on any copies that you create. You have the option to accept, delete, or change the image file name on individual copies.

Footer

You can set up footers using the Document Footer Maintenance (TDFM) program. Each footer is a standard text message (30 characters maximum) that you want to print on every copy of a document.

If you select the Sort copies by footer? field for a document in the Document Output Parameters Maintenance (TDOC) program, all copies with the "Branch copy" footer print before those that have the "File copy" footer. Your footers may be different. Sorting by footer can save you the time it takes to separate the copies manually.

Labels

To generate an address label at the same time you print a document, you must select a Recipient type. The system then retrieves the address for the recipient you selected. Address Label Print (ADL) can only be run from the document management system. You also have the option of substituting a custom program that prints data to fit your pre-printed labels.

Notes

Type P and B notes entered for the purchase order header or line print on all copies of the document. In addition you can enter print codes 0 through 9 for notes that you want to print on selected copies. For example, you could enter 1 for notes that you want to print on the vendor copy and 2 for notes that you want to print on the buyer copy.

In Branch Document Profile Maintenance, you would enter 1 in the Note print codes field for the vendor copy, 2 for the buyer copy, and maybe both 1 and 2 for the branch copy.

User Fields

If you entered data in user fields, you can print the field label and data on document copies. For example, suppose that you enabled user fields for purchase order lines. You can print one or more fields and the data in them on all or selected copies of the purchase order.

In the User Fields Maintenance (XMO) program, select P or B for the Print field? field to print that field on all copies of a document. Select print codes 0 through 9 for user fields that you want to print on selected copies. For example, you could select 1 for a field that you want to print on the vendor copy and 2 for a field that you want to print on the buyer copy.

In Branch Document Profile Maintenance, you would enter 1 in the User field print codes field for the vendor copy, 2 for the buyer copy, and maybe both 1 and 2 for the branch copy.

Message

You can optionally print a message of up to 15 lines, 80-characters per line on document copies. Use the Document Message Maintenance (TRST) program to set up message codes and associated message text.

You can select a code for a specific branch document in this program. However, if you want to print the same message on all copies or all copies for a specific recipient, select the code in the Document Output Parameters Maintenance (TDOC) program.

Audit Trail

To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.

TDC3: Document Copies