Use this screen to enter and maintain documents and to link documents to the parts to which they refer. Documents typically include drawings, parts lists, work instructions, test procedures, source control documents, and other documents that are used to engineer, manufacture, and procure products. You can access this screen, as well as the Maintain Documents, Document Media, Document Sizes, and Document Types screens, in Costpoint Product Definition.
You can add, maintain, clone, and delete a document in both the Maintain Documents and Release Documents screens, but if you selected the Use Separate Document Release Function checkbox in the BOM Settings screen, you can use only the Release Documents screen to change document status, or make changes or delete a document that has been released or made obsolete (document status is "R" or "O").
Use this screen to create and release documents.
Enter the document ID. You can enter up to 30 alphanumeric characters in this required field.
Enter the document revision. You can enter up to three alphanumeric characters in this optional field.
Enter, or use Lookup to select, the code for the type of document being created. This required field of up to six alphanumeric characters must be a valid document type from the Document Types screen. Once you have assigned a document type and saved the record, you cannot change this field. If the fields in the Document Defaults group box are populated for this Type (in the Document Types screen), those settings will default for the Document ID, but can be changed. These default settings can include document media, size, maintenance group, location, and the printouts in which the document should display (as referenced in the Parts subtask).
Enter the name of the document. You can enter up to 30 alphanumeric characters in this required field.
Enter, or use the drop-down box to select, the status of the document being created. The valid system-defined selections are "U-Unreleased," "R-Released," or "O-Obsolete." This field is editable only when you have not selected the Use Separate Document Release Function checkbox in the BOM Settings screen. However, if this checkbox is selected in the BOM Settings screen, the Status field is disabled for existing document records, and defaults as either "U-Unreleased" or "R–Released" for new document records depending on the selection in the Default Initial Document Status group box in the BOM Settings screen.
Enter, or use Lookup to select, the document size. This optional field of up to two alphanumeric characters must be a valid size code from the Document Sizes screen.
Enter, or use Lookup to select, the media on which the document is stored. This optional field of up to two alphanumeric characters must be a valid media code from the Document Media screen.
Enter, or use Lookup to select, the CAGE code to which the document is assigned. You can enter up to six alphanumeric characters in this optional field.
Enter the number of sheets the document uses. You can enter up to four digits in this optional field.
Select this checkbox to tabulate the drawing.
Enter, or use Lookup to select, the organization to which this document belongs. This field can have up to 20 alphanumeric characters and must be a valid organization from the Maintain Org Elements screen in Costpoint General Ledger.
Enter, or use Lookup to select, the abbreviation of the organization to which this document belongs. This field can have up to six alphanumeric characters and must be a valid organization abbreviation associated with the Organization.
Enter, or use Lookup to select, the group responsible for maintaining this document. This field can have up to 15 alphanumeric characters and must be a valid group. Document Maintenance You can establish groups in the Costpoint Bills of Material Controls menu.
Enter, or use Lookup to select, the employee ID of the person who created this document. This field can have up to 12 alphanumeric characters and must be a valid employee ID from the Basic Employee Info screen in Costpoint Employee.
Enter the date on which this document was created.
Enter, or use Lookup to select, the employee ID of the person who released this document. This field can have up to 12 alphanumeric characters, and must be a valid employee ID from the Basic Employee Info screen in Costpoint Employee.
Enter the date on which this document was released.
Enter the date on which this document is planned for release.
Select this pushbutton to maintain the location of the document.
Select this pushbutton to open a subtask where you can view detail information about this document.
Use this pushbutton to open a subtask where you can link the parts associated with this document.
Use this pushbutton to open a subtask where you can link text codes to this document.
The information in this screen is stored in the DOCUMENT table. Information is also stored in and/or pulled from the DOC_TYPE, ORG, MAINT_GRP, and EMPL tables. Functions for the Maintain Documents and Release Documents screens are also dependent on the BOM_SETTINGS table.