Clearing Document

##1. Overview

The Clearing Document allows you to:

• Link specific document types to a relevant parent record (e.g., a Clearing File).
• Upload and attach the actual document file.
• Record specific attributes and their values for each document type.
• Track whether the document has been received.
• See a consolidated view of all related documents within the parent clearing process record.

##2. Accessing the Clearing Document

You can access the Clearing Document through the following navigation:

Clearing > Documents > Clearing Document > Add New

Alternatively, you might be able to create new Clearing Documents from within other related DocTypes (e.g., Clearing File) if the system is configured to allow this.

##3. Creating a New Clearing Document

To create a new Clearing Document, follow these steps:

1. Navigate to the "Clearing Document" list and click on "Add New". This will open a new, blank Clearing Document form.

2. Clearing File (Required):

   • Select the specific Clearing File that this document is related to. This links the document to the overall clearing process.

3. Linked Document (Required):

   • Choose the type of parent document this Clearing Document is primarily associated with. The options are:
     • Clearing File
     • TRA Clearance
     • Physical Verification
     • Port Clearance
     • Shipping Line Clearance
   • Important: You must select a "Linked Document" before you can choose a "Document Type".

4. Document Type (Required):

   • Once a "Linked Document" is selected, choose the specific Document Type from the dropdown list. The available options here are dynamically filtered based on the "Linked Document" you selected. These Document Types are configured in the "Clearing Document Type" master.
   • Selecting a "Document Type" will automatically fetch any predefined attributes associated with that type and display them in the "Document Attributes" table below.

5. Document Attachment:

   • Click on the "Attach" button to upload the digital copy of the document. You can browse your computer to select the file.

6. Document Attributes:

   • This section will display a table of attributes that are specific to the selected "Document Type".
   • Document Attribute: This column shows the name of the attribute (e.g., "Invoice Number", "Bill of Lading Date"). These are defined in the "Clearing Document Type" master.
   • Mandatory: This checkbox indicates if providing a value for this attribute is mandatory.
   • Document Attribute Value: Enter the specific value for each attribute in this column.

7. Posting Date:

   • The date when this Clearing Document record is being created or is effective. It defaults to today's date.

8. Company (Required):

   • Select the relevant company for this transaction.

9. Consignee:

   • This field will be automatically populated based on the "Customer" linked to the selected "Clearing File". It is a read-only field.

10. Save: Once you have filled in all the necessary details, click the "Save" button to create the Clearing Document record.

##4. Understanding the Fields

Here's a breakdown of the key fields in the Clearing Document form:

• Clearing File: The main reference document for the entire clearing process.
• Linked Document: The specific stage or type of clearance process this document relates to.
• Document Type: The specific name of the document being recorded (e.g., "Commercial Invoice", "Packing List", "Inspection Certificate").
• Document Attachment: The uploaded file of the document.
• Document Attributes: Specific details or metadata related to the document type.
  • Document Attribute: The name of a specific attribute.
  • Mandatory: Indicates if the attribute value is required.
  • Document Attribute Value: The actual value of the attribute for this specific document.
• Posting Date: The date of record creation or effectiveness.
• Company: The relevant company.
• Consignee: The recipient of the goods, automatically fetched from the linked Clearing File.

##5. Linking Clearing Documents to Parent Records

When a Clearing Document is saved, the system automatically links it to the specified parent record (based on the "Linked Document" and the selected record in the corresponding link field, e.g., "Clearing File").

• For example, if you create a "Commercial Invoice" Clearing Document and link it to a specific "Clearing File", information about this document will be automatically added to a designated table (usually named "Documents") within that "Clearing File" record.
• Similarly, if you link it to a "Physical Verification" record, it will appear in the "Documents" table of that "Physical Verification" record.

This ensures that all relevant documents for each stage of the clearing process are easily accessible within their respective parent records.

##6. Viewing Related Clearing Documents

You can view all Clearing Documents related to a specific parent record (like a Clearing File) by navigating to that parent record and looking for the table (usually named "Documents") that lists the associated Clearing Documents.

Each entry in this table will typically show:

• Document Name: The "Document Type" of the linked Clearing Document.
• View Document: A link to open and view the attached file.
• Document Received: An indication (e.g., a checkbox) of whether the document has been marked as received in the Clearing Document.
• Clearing Document ID: A link to open the full "Clearing Document" record.
• Submission Date: The "Posting Date" of the "Clearing Document".
• Document Attributes: A summary of the recorded attributes and their values.

##7. Best Practices

• Ensure that you select the correct "Linked Document" and "Document Type" for accurate categorization.
• Always attach the digital copy of the document for easy access and record-keeping.
• Fill in the "Document Attribute Value" fields accurately, especially for mandatory attributes.
• Regularly review the "Documents" table in your Clearing Files and other related records to ensure all necessary documents have been recorded.

##8. Troubleshooting

• "Document Type" list is empty: Make sure you have selected a "Linked Document" first. The "Document Type" options are filtered based on the selected "Linked Document".
• Missing Attributes: If you believe attributes are missing for a specific "Document Type", contact your system administrator to check the configuration in the "Clearing Document Type" master.
• Document not appearing in the parent record: Ensure that the "Clearing File" or other relevant parent record is correctly selected in the "Clearing Document". If the issue persists, contact your system administrator.

##9. What business process pain point does it help remove?

The "Clearing Document" module helps remove the following business process pain points:

The "Clearing Document" module addresses several key business process pain points by centralizing and organizing the management of physical and digital clearing documents. It improves efficiency by streamlining information retrieval, ensures consistent and complete data capture through dynamic attributes and mandatory fields, enhances visibility and collaboration with a centralized repository, automates the linking of documents to parent records, simplifies auditing, and ultimately reduces delays caused by disorganized or incomplete documentation.