Query Document Detail {FPMO1-7}

This option allows the user to query and display documents, items, financial item detail, general notes, change / complete reasons, copy from info, quotations and repeating document information.

Fields in the option:

Query Document Detail

This option allows the user to query and display documents from which the user can drill down to the document item level.

Field	Type & Length	Description
Document Number	A10	Pop Up Menu - available on document number Query Item - Selecting the option drills down to the "Query Item" applications allowing the user to query the documents items. Query Cancel / Completed Documents - Selecting the option drills down to the "Cancel Documents" applications in query mode displaying Cancel/Complete/Change reasons of a document. Query Repeating Documents - Selecting the option drills down to the "Repeating Documents" applications allowing the user to query the repeating document information.
Creditor	N9	Pop Up Menu - available on creditor field Document Detail - Selecting the option drills down to the "Document Detail" applications in query mode allowing the user to view the document detail of a document. Query Creditor Transactions - Selecting the option drills down to option {FPMO1-30}.

Example:

Query Item

Displays the Document Number, Document Type, Process Date, Creditor, Item Type, Item Number, Description, Unit, Quantity, Unit Price, Item Updateable, Financing, Paid Received, Line Number, First / Additional / Other Lines and Subsystem.

Field

Type
&
Length

Description

Document Number

A10

Pop Up Menu - available on document number

Query Financial Item Detail (FID) - Selecting the option drills down to the "Financial Item Detail" applications displaying the financial item detail.
Query FID - Additional Item Detail - Selecting the option drills down to the "FID Additional Items" screen displaying additional item detail information
Query FID - Originating Documents - Selecting the option drills down to the "Query_FID_Originating_Documents" screen displaying the document type, number and line a line was copied from.
Query FID - Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen in query mode.
Query FID - Budgets and Approvals - Selecting the option drills down to the " Query FID - Budgets and Approvals" screen displaying the budgets and approval detail of a document type, number and line.

Creditor

Pop Up Menu - available on creditor field

Creditor - Display the creditor name of the creditor code
Query Creditor Transactions - Selecting the option drills down to option {FPMO1-30}

Fields of note

Process Date

DD-MON-YYYY

Displays the document date i.e. the date the document was last updated

Updateable

Indicates to the user if the item is updateable. If "No" the user can update an Item. The value will be 'No" as long as the value of the "Copied" field on any line of the item ( see "Financial Item Detail" for more on the copied field) is not "Y" or "P". If "Yes" the user can make some changes to this item.

Financing

Indicates the relationship/partnership of the GLAs financing the item. The system supports the following relationships:

Quantity - Each GLA will finance a specific number of units.
Percentage - Each GLA will finance a percentage of the total cost of the item irrespective of the number of units
Cost - Each GLA will finance an advised amount of the total cost of the item irrespective of the number of units.

Paid Received

Indicates the basis on which the item units delivered or being paid are accounted for either in quantity or per monetary value.

Line Number

Line Numbers are allocated by the system to items. Line numbers are allocated sequentially from 1 onwards. Should the user enter two or more identical items, with the same description, unit and quantities, line number will differentiate the items from each other.

First/Additional/Other Line

First/Additional/Other Line - The following line types exist.

(F)irst	Line contains the item information i.e. Quantity, GLA Financing etc
(A)dditional	Lines are used when the description field of the First line cannot hold the complete description of the Item. Additional lines contains only a description and no other information. This line will be part of a printed document.
(O)ther	Lines can have any use but will not be printed with the document and will not be carried forward to the next document in the hierarchy. Other lines contain only a description and no other information.

Assign to Subsystem

Indicates the path the item must follow through the hierarchy of documents in the PM system. The system assigns a code to the item.

The following is the list of valid values and their purpose:

PO	Purchase Order Item to be supplied by a supplier	Valid in documents I, R, O.
SE	Store Item to be issued by the store.	Valid in documents I or R.
VT	Vehicle Tracking Item to be used by the system to create the booking outstanding commitment	Valid in document O.
JC	Job Costing Item to be used to request a job.	Valid in documents I and R. Function not yet available.
ME	Media Booking Item to be used by the system to create the booking outstanding commitment.	Valid in document O.
PC	Print Costing Item to be used by the system to create the print job outstanding commitment.	Valid in document O.
PR	Payroll.	Function not yet available.
CT	Counter System.	Valid in documents I or R.

Documents I and R can have combinations of the above indicators per document on different items.

Example:

Pop Up Menu: Query Financial Item Detail (FID)

Displays the Document Number, Document Type, Item Type, Item Number, Description, Process Date, Cost Centre, Account, Quantity, Cost, Percentage, Total, Budget Control, Approve Y/N, Copied Y/N, Job Number and Store / Branch.

Field	Type & Length	Description
		Pop Up Menu - available on document number. Query FID - Additional Item Detail - Selecting the option drills down to the "Query FID Additional Items" screen displaying additional item detail information. Query FID - Originating Documents - Selecting the option drills down to the "Query_FID_Originating_Documents" screen displaying the document type, number and line a line was copied from. Query FID - Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen in query mode. Query FID - Budgets and Approvals - Selecting the option drills down to the "Query FID Budget and Approvals" screen displaying the budgets and approval detail of a document type, number and line.

Example:

Pop Up Menu: Query FID Additional Item Detail

Item Attributes displays the Document Number, Document Type, GL Note, Asset Yes/No, VAT Apportionment Percentage, Process Date, Year, Cycle, Transaction Type, Post Y/N, Post Date, Already Received, Audit Date and Transaction Sequence.

Field	Type & Length	Description
		Pop Up Menu - available on document number. Query Financial Item Detail - Selecting the option drills down to the "Query Financial Item Detail" screen displaying the financial item detail. Query FID - Originating Documents - Selecting the option drills down to the "Query_FID_Originating_Documents" screen displaying the document type, number and line a line was copied from. Query FID - Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen in query mode. Query FID - Budgets and Approvals - Selecting the option drills down to the "Query FID Budget and Approvals" screen displaying the budgets and approval detail of a document type, number and line.

Example:

Pop Up Menu: Query FID - Originating Documents

Originating documents displays the Document Number, Document Type, Description, Line Number, Item Detail Type, Cost Centre, Account, Total, Copied Document Type, Copied Document Number, Copied Line, Copied Item Detail Type and Copied Sequence.

Field	Type & Length	Description
		Pop Up Menu - available on document number. Query Financial Item Detail - Selecting the option drills down to the "Query Financial Item Detail" screen displaying the financial item detail. Query FID - Additional Item Detail - Selecting the option drills down to the "Query FID Additional Items" screen displaying additional item detail information. Query FID - Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen in query mode. Query FID - Budgets and Approvals - Selecting the option drills down to the "Query FID Budget and Approvals" screen displaying the budgets and approval detail of a document type, number and line.

Example:

Pop Up Menu: Query FID - Budgets and Approvals

Budgets and approvals displays budget information, budget indicator, user and date and the approval information, namely apporval flag user and date. The screen provides information on whether a line was approved or rejected for funds or approvals.

Field	Type & Length	Description
		Pop Up Menu - available on document number. Query Financial Item Detail - Selecting the option drills down to the "Query Financial Item Detail" screen displaying the financial item detail. Query FID - Additional Item Detail - Selecting the option drills down to the "Query FID Additional Items" screen displaying additional item detail information. Query FID - Originating Documents - Selecting the option drills down to the "Query_FID_Originating_Documents" screen displaying the document type, number and line a line was copied from. Query FID - Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen in query mode.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
10-Jun-2007	v01.0.0.0	Amanda Nell	t134657	New manual format.
26-Jan-2008	V01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner
14-may-2020	V04.1.0.0	Ndivhanga Mushando	t238828	Updated manual to 4.1