Background: Vendor Document Profile Maintenance

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

The purpose of the Vendor Document Profile Maintenance program is to set up parameters for sending document copies to a vendor or the vendor'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 vendor document profile.

A vendor's document profile determines how you output a document and what address you use. For example:

Vendor A wants a Request for Quote sent by fax and purchase orders as PDF attachments to email.
Vendor B wants all documents sent by EDI.
Vendor C wants a copy sent by email and an "official" printed document sent via regular 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

Documents

You can select these documents:

Select	To set parameters to send a	Process the queue with
MATL RELEASE SCHED	Schedules released with the Material Release Schedule (VCR) program	Material Release Schedule Queue (VCRPPM)
PO RECEIVER	Purchase order received with the Receiver Maintenance (IRC) program	Receiver Print Queue (VRPPM)
PROJ VNDR QT REQUEST	Vendor quote request generated from the Project Maintenance (PSM) program	Project RFQ Print Queue (PRFQPM)
PURCHASE ORDER	Purchase orders entered in PO Maintenance (VOE) program	Purchase Order Print Queue (VOPPM)
SEND TO VENDOR	Return/send document created when you select a return to vendor disposition in the Rejected Material Disposition (MRB) program or release an outside service requisition with Release Outside Services (WOS or RFVOS)	Send to Vendor Print Queue (RTSPPM)
VENDOR QUOTE REQUEST	Vendor quote request generated from the Vendor Price Maintenance (VMM) program	Request for Quote Print Queue (VRFQPM)

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 vendor's ship-to address, and fax copy 3 to the vendor's accounting department.

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 vendor profile to override them. For example, a specific vendor 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 vendor profile. For example, you may want to output copies of POs for the buyer and branch. You should select the Always create this copy? field for these copies rather than set up copies in each vendor profile.

The Document Management System follows these rules:

If there is a ship-to number, use the profile for the vendor 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 vendor 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	No
2	VENDOR	Spooler	No
3	BUYER	Email	Yes

Suppose also that vendor 100 and ship-to 100A have profiles and vendor 101 does not:

Vendor	Copy	Recipient Type	Output device
100	1	VENDOR	Fax
100A	1	SHIP-TO	EDI
100A	2	VENDOR	Email
101	None

Documents for Vendor 100

When you enter a new purchase order, vendor quote request, or return to vendor for vendor 100, the document output management system outputs or queues these document copies:

Vendor	Copy	Output device	Recipient type	Why
100	1	Fax	VENDOR	Profile
100	2	Email	BUYER	Always create this copy? selected

Documents for Vendor 100 Ship-to A

When you enter a new purchase order, vendor quote request, or return to vendor 100 and ship-to address A, the document output management system outputs or queues these document copies:

Vendor	Copy	Output device	Recipient type	Why
100A	1	EDI	SHIP_TO	Profile
	2	Email	VENDOR	Profile
	3	Email	BUYER	Always create this copy? selected

Documents for Vendor 101

When you enter a new purchase order, vendor quote request, or return to vendor for vendor 101, the document output management system outputs or queues these document copies:

Vendor	Copy	Output device	Recipient type	Why
101	1	Spooler	BRANCH	No profile; Recipient type in Document Output Parameters Maintenance
	2	Spooler	VENDOR	No profile; Recipient type in Document Output Parameters Maintenance
	3	Email	BUYER	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 "Vendor 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.

You can print a shipping label at the same time you print a shipping document. You have the option of substituting a custom program that prints data to fit your pre-printed labels or outputs information your customers require. The Shipping Label Print (OSL) program can also be run from the menu.

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 Vendor 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 Vendor 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 vendor 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