Prodoc allows users to create clauses,or have certain check boxes or fields completed/checked by default. This extends all the way through to AP eCert EDI forms, and it’s all managed here in Default Clauses.

 

To create a new default clause you can click from Prodoc Home, New, Default Clauses. The process to edit an already existing clause is the same, however you would instead click Edit.

 

With the new default clause window open we’re presented with a selection of text fields and check boxes, below I’ll explain what they do.

• Used in this system – This switches the clause on/off. If you have unchecked this box, you will need to ensure you are searching for all clauses, as opposed to just used ones (by default you will only search for used clauses).

 

• Code & Description – These fields do not yet have a specific function, but you can use them to label and organise clauses so you can easily identify them in the future should you need to change them.
• Country – You can assign a clause to a country (by code) In this example I have set this to China, meaning this clause will only be applied where the destination country is set as China.
• Customer, Exporter & Bank – These fields allow us to further fine tune when this clause will be set in a shipment.If configured, all of these must be true in a given shipment for the clause to be set.

The next selection of fields (highlighted in the screenshots in yellow) are used independently to achieve different results. The first two fields below are for who to configure a pre-configured piece of text to be applied in a field.

• Field Check boxes – The field check boxes specify where our clause will be set. In this example I have checked the field Invoice Instructions, this means that the clause will be set in the Invoice Instructions field, and will print on any forms where the invoice instructions field is set.
• Information to use- This is where we would add our text that we wish to be printed.

The next selection of fields are used to configure form defaults.

• This form only – You can use this field to select which specific form you wish to set defaults for.
• Fields to the right – This is where you would configure the defaults for this form to be entered.

The final selection of fields are used to set defaults in an AP E-cert EDI forms.

• MAF EDI Doc – This field is used to select the AP E-cert EDI template you wish to set defaults for (e.g. US100).
• Turn On / Default these Clauses – Here you can list the clauses to enable by number, and if required you can add specific text values as well.
• The format here is clauses separated by commas, and any default value to apply against a clause is added with a colon.  In the above example “8,9,10:AUSTRALIA” Prodoc will turn on all three and add ‘AUSTRALIA’ to clause 10.
• These are applied at Shipment create time just like any other default clause.

Once you have finished creating your new default clause click OK in the bottom right corner, and these changes will take effect on any NEW shipments you import into Prodoc or create from scratch, provided the conditions you have set are met prior to making changes to the shipment, eg destination country is set in a new shipment as a result of a specific customer being selected.