Changing the Parent of a Document
Posted on: October 10th, 2013 by

With the release of version 2.8, Kildrummy® CostMANAGER (KCM) granted users the ability to change the parent of a document. Previously, if a user wished to change a document’s parent, the document would have to be deleted and re-created with the new parent, a time-consuming process.

What Is Document Parenting?

In KCM, requisition documents can be parents to requisition amendment and/or contract documents. Similarly, contract documents can parent contract amendment, expenditure, and/or accrual documents. This is known as a parent-child document relationship.

A parent document can have any number of child documents, while a child document can only ever have one parent.

While contract, expenditures and accruals can have parents, they can also be standalone documents, which means that they do not have a parent. In contrast to this, amendment document types, such as requisition amendments and contract amendments must always have a parent document.

Document TypeParent Document TypeParent Optional
Requisition AmendmentRequisitionNo
ContractRequisitionYes
Contract AmendmentContractNo
ExpenditureContractYes
AccrualContractYes

A document can be allocated against a budget item using a particular currency. The document may have a number of allocations, each of which will correspond to a different budget item and currency combination. A document cannot be allocated more than once using the same budget item and currency. Additionally, a child document cannot have any allocations which are not present on the parent document, although a parent document may have an allocation which is not present on the child document.

This means when the user wishes to change the parent of a document, the prospective parent must be of the correct document type, and have the required allocations. KCM will automatically perform this check, and will not allow a document to be assigned an invalid parent.

Changing a Document’s Parent Using An Input Screen

To change the parent document of a document using an input screen, drag the parent document column onto the input screen if it isn’t already present. Editing this column should display a drop-down control which contains a list of permitted parent documents. For contract, expenditure and accrual documents, the drop-down control will also contain a None item, allowing the user to make the document standalone. To change the parent document, the user simply has to select the desired document from the drop-down control.

re-parent_input_2

Changing a Document’s Parent Using DataEXCHANGE

It is also possible to change a document’s parent using the DataEXCHANGE (KDE). An advantage of this method is that it allows users to change the parents of a large number of documents at once. On the General tab, a new control is present which lets the user allow or disallow changing the parent of an existing document. If parent document changes are not allowed, a record will fail validation if its parent does not match the parent already in the database. If parent document changes are allowed, a record will fail validation if its parent is not a permissible parent, for example if the child and parent documents do not have compatible allocations.

re-parent_kde