Checking Documents In and Out

Paper leaves the archive. Somebody borrows the original contract for a court hearing, the auditor takes the licence file for a week, a deed is handed over permanently when a property is sold. The movement vouchers are how you keep a record of that.

A movement is a document, not a master file, so it behaves like an invoice: it needs a document book, it has an issue date and a value date, it can be saved as a draft, and it takes effect when you commit it.

Create a book before you start

Document Movement has no book out of the box. Until somebody creates one — a document book whose type is Document Movement — nobody can record a single movement. This is the usual reason the screen appears unusable on a fresh installation.

Recording a Document Movement

The header describes the movement as a whole:

Field	Arabic label	What it is for
Document Code	الكود	The book and the voucher number.
Issue Date / Value Date	تاريخ الإصدار / التاريخ الفعلي	The value date is what lands on the history rows, and it must fall in an open fiscal period.
Movement Type	نوع الحركة	The kind of movement. Drives the whole screen — see below.
Document Owner	مالك المستند	Limited to Customer or Employee. Filling it narrows the document picker to that owner's paperwork.
Movment Destenition Or Source	إتجاة أو مصدر الحركة	Who the paper is going to, or coming from. Customer, Employee or Third Party. (The English label is misspelled in the interface.)
Responsible Employee	الموظف المسئول	Who authorised or performed the movement. Copied onto every history row.
Attachment	مرفق	Room for the signed hand-over slip.

The four movement types

Type	Arabic	Use it when	Resulting state
DMS In	دخول	Paper comes back to the archive	Inside
DMS Out	خروج	Paper leaves the archive	Depends on the exit type below
DMS Transfer	نقل	Paper moves to another shelf	Inside
Lost	فقد	The document cannot be found	See the warning below

Choosing DMS Out enables the Exit Details group and pre-selects an exit type of Temporary for you:

Exit type	Arabic	Meaning	Resulting state
Temporary	مؤقت	Borrowed, expected back on the Expected Return Date	Temporary Out
Final	نهائي	Issued out for good	Final Out
Disposal	تخلص	Destroyed or shredded	Disposed
Lost	فقد	Gone missing	See the warning below

Choosing DMS Transfer instead enables the Moving Details group, where you name the destination archive, sub location and detailed location. The two groups are mutually exclusive: whichever one does not apply is greyed out, as in the screenshot above.

Do not use "Lost" — it files the document as present

Both the Lost movement type and the Lost exit type are broken. A Lost movement puts the document into the Inside state, which says the paper is sitting safely in the archive. A DMS Out with an exit type of Lost leaves the state untouched at whatever it was.

Until this is corrected, record a missing document as DMS Out → Final and explain what happened in the Description. That at least leaves a state that does not claim the paper is on the shelf.

Listing the documents

Add one row per document in the Details grid. The document picker is aware of what you are doing: for a check-in it offers only documents that are not already inside, for a transfer only documents that are Initial or Inside, and if you filled in the header owner it shows only that party's paperwork.

For anything more than a handful of rows, use Get Documents / تجميع المستندات. It asks for a folder and pulls in every document filed there — including anything filed there as a binder — pre-filling each row's current position.

Always answer the folder question

The folder is optional, and leaving it empty loads every document in the system into the grid. On a real archive that is thousands of rows. It also ignores document state, so documents that are already checked out are pulled in alongside the rest.

What Committing Actually Does

When you commit a Document Movement, two things happen for each row:

1. A history row is written against the document, recording the movement type, the value date, the responsible employee and the document's archive position.
2. The document's state is updated according to the table above.

That is the whole of it — and the omission matters:

A Transfer does not relocate the document

The destination you typed into Moving Details is stored on the voucher and nowhere else. The document's own Location, Sub Location and Detailed Location are not updated, and the history row records the position the document moved from.

So after transferring a licence from shelf A-01 to B-01, the document still reads A-01, and so does its history. Anyone searching by shelf will look in the wrong place.

Until this is fixed, open each transferred document and update its position fields by hand. For a large transfer, an import of the new positions is faster than editing them one at a time.

Movements cannot be corrected or undone

Editing a committed movement does not rewrite its history rows or re-derive the document state, and cancelling one leaves the history rows behind and leaves the document stuck in the state the movement gave it.

Get movements right the first time. If you do post a wrong one, the only remedy is a compensating movement in the opposite direction — the erroneous history row stays on the record permanently.

Folder Movement

Folder Movement exists to save you listing documents one by one: you name a folder, and on commit the system is meant to expand it into every document underneath and generate an ordinary Document Movement that does the real work.

Folder Movement cannot currently be committed

The voucher requires a book for the movement it generates, and that field is not present on the screen. There is no way to fill it in through the interface, and none through import either. You can complete the form and save it as a draft, but committing always fails with "Field genDocMoveBook is required, can not be empty".

Use Document Movement with the Get Documents button instead — it does the same job, takes one extra click, and works. Get Documents even covers binder filing, which Folder Movement does not.

If you must have Folder Movement, a screen modifier that adds the generated-movement book field to the layout will unblock the screen. Two further faults wait behind it, so test carefully before relying on it: listing more than one folder on the same voucher does not reliably pick up the second folder's documents, and documents filed only under a binder are skipped.

For completeness, the intended setup is a document term for Folder Movement whose settings tab names the system book that receives the generated Document Movement. That term setting is read correctly; it is the header field that blocks the commit.