1. Letter of Credit User Guide
  2. LC Maintenance
  3. Maintain Document Details

2.1 Maintain Document Details

This topic provides systematic instruction to maintain, specify UDF values and perform operations related to document details.

There are certain standard documents that are required under a documentary LC. As these documents are standard and common in most countries, their details need not be specified every time you need to use it for an LC. Instead, you can maintain its details in the Document Maintenance screen and attach it to the LC you process.
The advantage of maintaining document details is that at the time of creating a product or at the time of entering the details of an LC, you only need to specify the code assigned to the document. All the details maintained for the document will be automatically picked up. This helps reduce repetitive work, as you do not need to enter the contents of the document each time you use it.
  • Maintain Document Details
  • Specify UDF Values
  • Operations on Document Maintenance Record
Specify the User ID and Password, and login to homepage.
  1. On the homepage, type BCDDOCCD in the text box, and click the next arrow.

    The Bills Document Codes Maintenance screen is displayed.

    Figure 2-1 Bills Document Codes Maintenance


    Description of Figure 2-1 follows
    Description of "Figure 2-1 Bills Document Codes Maintenance"

  2. On the Bills Document Code Maintenance, click New.
    The Bills Document Code Maintenance screen is displayed without any details. Enter the new document details. and click save to maintain the details.

    For more information on fields, refer the Field Description table given below:

    Table 2-1 Bills Document Code Maintenance - Field Description

    Field Description
    Document Code Type the Document Code. In Oracle Banking Trade Finance, each document maintained is identified by a twelve-character code, called a Document Code. You can follow your own convention for devising this code. However, one of the characters of the code should necessarily be a letter of the English alphabet. The code assigned to should be unique as it is used to identify the document. While creating a product or at the time of entering the details of an LC, you only need to specify the code assigned to the document. The document details will be automatically picked up and defaulted. This field is mandatory.
    Language Code The language used in the document which you bank receives from the customer. This field is mandatory.
    Document Type Select the type of document you bank received from the customer from the drop-down list. Following are the options available in the drop-down list.
    • Transport
    • Insurance
    • Invoice
    • Claim
    • Others
    This field is optional.
    Document Short Description The documents for an LC are at times large and hence difficult to identify. Therefore, you can specify a short description or a title that will enable you to identify the document quickly.

    The short description that you specify is for information purposes only and will not be printed on any customer correspondence. This field is optional.
    Document Long Description

    After you specify a code to identify the document, you can proceed to maintain the content of the document. The content that you enter is printed on the applicable advices generated for an LC. A document can contain a maximum of thirty two
    thousand characters.

    Once the document code is stored, the description of a document can be edited only through the Document Codes
    Maintenance screen (the screen we are discussing). However, you can also view the contents of a document code when you
    are linking it to a product or LC.

    This field is mandatory.
    Validate Shipping Guarantee Check this option to indicate that a shipping guarantee should be validated.
    Bill of Lading Check this option to indicate the bill of lading.
    Clause Details Specify the Clause details.
    Clause Code Specify the clause code that must be linked to the document. This field is optional.
    Description A brief description of the chosen clause code is displayed here. This field is optional.
  3. On the Bills Document Codes Maintenance screen, click the Fields button.

    The User Defined Fields screen is displayed.

    Figure 2-2 User Defined Fields


    Description of Figure 2-2 follows
    Description of "Figure 2-2 User Defined Fields"

  4. Enter the value for the UDFs in the Value column and click Ok.
    You can view the list of UDFs associated to this screen.
  5. On an Document Maintenance record, you can perform the following operations (if any icon is disabled in the application toolbar, it means that the function is not allowed for the record):
    1. Amend the details of a document
    2. Authorize a document
    3. Copy the details of a document on to a new one
    4. Close the document
    5. Reopen the document
    6. Print the details of a document
    7. Delete the details of a document
    You can Amend/Authorize/Copy/Close/Reopen/Print/Delete on the existing document maintenance record.

Parent topic: LC Maintenance