Doc Routing Technical Notes

Technical Notes / Database Settings: The approval process is handled using several document management tables in the company database as outlined below:

•DMMaster – The document master table will contain a single record for each document that is added to the approval process and uses the following fields to identify the document as a routing document:

•DocumentRecType – This field will be used to identify a document as a routing document until such time as the document has been approved and posted:

•-1001 – Document was entered using the Attach Button or via the drag and drop method. Once the document is approved and posted, this field will be changed to "1".

•-1002 – Document was scanned into the system or imported from a "tif" file.  Once the document is approved and posted, this field will be changed to "2".

•-1003 – Document was created through the Online Subcontractor Pay Application.  This value does not change after the document is approved and posted.

•AccuBuildUserName – This field will contain the user name of the user who added the document to the approval process.

•Document Tag Fields – These are the fields that related to the payable invoice data and are used for the invoice entry screens as well as drill down reporting once the documents are approved. These fields include "NA_NO" (vendor number), "VendorInvoiceNo", "PO_NO" (optional purchase order number if the invoice is associated with a purchase order), "Job" (optional job number), and "DateTime3" (invoice date).

•DMDetail - Two new records are created in this table each time that the Document Approval Screen is opened and the record is changed in any way.

•Trans_datetime

•DocumentRecNo

•ProcessByUserName = Name of the User that added the Document

•Trans_type

•ContactNo1 = Contains the UserRecordID that the Document was routed to

•ContactNo2

•ContactNo3

•ScheduledDate

•CompletedDate

•ProcessCompleted

•YesNo1 - 5

•Code1 = 8 represents Document Routing

•Code 2 - 3

•Trans_type = 1                Parameter 1 = View Document

•Trans_type = 2                Parameter 1 = Edit Document

•Trans_type = 3                Parameter 1 =

•Trans_type = 4                Parameter 1 = Email is listed

•Trans_type = 5                Parameter 1 = New DuplicateRecID [xxx]

•Trans_type = 6                Parameter 1 =

•Trans_type = 7                Parameter 1 = Delete Document

•Trans_type = 8                Parameter 1 =

•Trans_type = 9                Parameter 1 = Route Document or Re-Route Document

•DMFLNote – This table contains a single record for each document in the approval process and contains the routing and approval information for the document.

•DocumentRecNo – This field contains the document record number from the DMMaster table and is used to link the routing information back to the document master record.

•Flow Instructions – This field contains the optional notes and instructions for the routing document.

•iRefNo1 – Contains the routing Status of the document as outlined below:

Unprocessed - Codes 1000 - 1999.   Used for non scanned documents.

Waiting for Approval – Codes 2000 – 2999.

Approved – Code 3000

Approved as Noted - Code 3001

Rejected – Codes 4000 – 4999.

Approved AND Posted – Codes 98000 – 98999.

Deleted (Trash Can) – Codes 99000 – 99999. (If salvaged from Trash, then invoice is restored as Unprocessed"

•iRefNo2 – Contains the User ID of the Send To user that the document has been routed to.

oDoes not indicate who made the status change, just updates when the 'routed to' field gets changed.

•dRefNo1 – Contains the routing process type ID.

100 – Represents Accounts Payable Documents for Approval

•dRefNo2 - Contains the current 'in hands of' UserRecordID

•DMFLDist – This table contains the payable invoice records that are associated with each document.  These records will remain in this table during the approval process and after the invoices have been approved and posted.  This table contains all of the fields required by the various user batch tables and serves as a company master batch table for approval documents.  In addition to the required user batch fields for payable invoices and order invoices, the following primary fields are used to link these records to the routing process:

•DocumentRecNo – This field contains the document record number from the DMMaster table and is used to link the a/p invoice entries to the document master record.

•BatchNumber – This field contains the associated batch number for invoice entries that have been posted.  Entries that are not posted with have this field set to zero.

•Batchlog - The batch description will contain the word [Routing] in order to indicate which a/p or PO invoice batches were entered and posted through the document routing feature.