Summary

The Document Maintenance window is used to create and maintain the document types used in the Extended Budgeting process. Document types are then used to categorize any documents attached to a budget revision or entry. For example, a department head could attach an invoice or purchase order to an entry as a Justification document type in order to justify a new budget entry.

Step by Step

1     View the extended budget document types.

• The Document Maintenance window will display all of the extended budgeting document types that have been created in the database. Select a document type in the left section of the window and the Type, Level and Description fields in the Maintenance section of the window will populate with the information attached to the selected document type.
• Highlight a document type and click the Delete icon or press DELETE to delete the selected document type.
• Click the Create icon or press INSERT to create a new document type. This will create a new line item in the left section of the window.

2     Create or modify a document type.

• Enter a document type in the Type field. Document types can be up to 30 alphanumeric characters long.
• Select the Level that you would like to associate with the document type.
  • Select Revision to create a revision level document. A budget revision is a group of budget entries. This is the highest level in the Extended Budgeting hierarchy. Revision level documents are often created at the finance director level.
  • Select Entry to create an entry level document. A budget entry consists of many activities or general ledger account numbers and represents the middle of the Extended Budgeting hierarchy. Entry level documents are often created at the department head level.
• Enter a document type description in the Description field. Descriptions can be up to 64 alphanumeric characters long.
• Check the Default toggle to specify the selected document type as default. All document types specified as default will automatically create a document placeholder in each new revision or entry.
• Click the Save icon when complete.