Document Processing

You design your processing procedures using the Document Design Manager. It is central to the power of the POP system. The document design process not only describes what processing is done at the appropriate stage in the cycle, but also describes what is to print where if you are also to print a document, and the way files are updated at the end of the process.

As a preliminary to this topic it is worth a quick summary of the steps which occur when you choose a processing option. There are two possibilities: either batch processing of orders — we call this "auto-run” — or else you choose the orders you wish to process one by one.

Auto-run processes are fully described by the document process definition. No data can be input by a user to the auto-run procedure whilst it is running, and therefore all the data that is needed must already exist within the order processing, purchase ledger and stock files.

For manually produced documents, however, there is considerable scope for the user to input data during the process, and this can be an important part of the procedure.The process follows these stages, which also outline what input is possible:

Choose the next order to process. Key the order number, or accept the next order offered.You can change the date and (optionally) the document number if appropriate.

Optionally up to three sets of data are displayed for you to confirm or enter. The first set can come from the order header. The second set can come from the purchase ledger account, and the third set can be free form. This is the last chance to make changes to general information before a process takes place.

Detail lines are now displayed ten at a time, to allow you to change or enter the quantity of each item that is to print on this document. A default quantity may already display, depending on the definition of this document

Optionally for each order line you can define up to two more items to confirm if this order detail is to be processed (the action quantity is not zero) plus also change the tax and line value. For example, you might want a final chance to confirm the price or discount.

Optionally you can enter some closing information — confirm the delivery address, some off-the-cuff remarks, and a contact name.In particular you can confirm the overall document totals when matching invoices so that they confirm the same values as on the supplier’s invoice.

Now the process is ready to go. If printing is part of this process, you can check the print, reprint it, and even go back to change some of the details.

The final process is to update files. This can be optional, or forced. There is considerable scope at this stage to ensure that the right data is transferred to the right places for other systems to make use of it.