Note: The Create Document Management Folders option is only available if the organization has licensed the K12Docs module. Also, only those users defined as a supervisor within the User Security option have the ability to access this option.
From the School Accounting System screen, select the Utilities menu and then Create Document Management Folders.
Select the items for which to create the folders within the K12Docs module:
To create the folders in the SUI_PR_Employees application for the existing employees that are active, select the Active field for Employees. To create the folders for the existing employees that are inactive, select the Inactive field for Employees. A checkmark will appear in the box if the field is selected.
To create the folders in the SUI_AP_Vendors application for the existing vendors that are active, select the Active field for Vendors. To create the folders for the existing vendors that are inactive, select the Inactive field for Vendors. A checkmark will appear in the box if the field is selected.
To create the folders in the SUI_PR_Payees application for the existing payees that are active, select the Active field for Payees. To create the folders for the existing payees that are inactive, select the Inactive field for Payees. A checkmark will appear in the box if the field is selected.
To create the folders in the SUI_AR_Customers application for the existing customers that are active, select the Active field for Customers. To create the folders for the existing customers that are inactive, select the Inactive field for Customers. A checkmark will appear in the box if the field is selected.
To create the folders in the SUI_FA_Assets application for the existing assets that are current (not disposed), select the Undisposed field for Asset Tags. To create the folders for the existing assets that are disposed, select the Disposed field for Asset Tags. A checkmark will appear in the box if the field is selected.
To create the folders for the current year (as based on the computer date) in the appropriate applications (those with an index on year, such as the SUI_GL_Documents application and the SUI_AP_Documents application), select the Current field for Years. To create the folders for the next four future years (as based on the computer date), select the Next Four in Future field for Years. A checkmark will appear in the box if the field is selected.
Tip: Typically, the option is completed for only active employees, vendors, payees, and customers (if applicable), in addition to the current and next four future years; assets are generally excluded because there are usually a large number of assets and the need for uploading documents for all the assets is very low.
Note: When the Create Document Management Folders option is completed, the system compares the values for the required indexes (for example, Employee ID) of existing folders to the selected items (employees, vendors, payees, customers, assets, and/or years) and only the folders that do not already exist are added; if applicable, the information in the non-required indexes (for example, Last Name) of existing folders is not checked with the selected items nor updated if different.
Click the Execute button.
A message will appear stating the process could take a while (up to several hours) to complete; click OK.
A message will appear in the status bar once the process for determining which folders need to be added is completed; the system will then start creating the folders and will continue working in the background.
Click the X in the upper right-hand corner to close the Create Document Management Folders screen.