In earlier versions of Kildrummy® CostMANAGER (KCM), it was possible to have multiple documents of the same type with the same code, as long as they didn’t share the same parent or grandparent document. These changes were introduced in KCM 2.5 and your existing documents may need to be reconfigured to deal with the changes. Our guide provides an overview to this process.
How It Works
An example of two previously accepted codes would be a pair of expenditure documents with the code ‘001’, owned by two different parent commitments, ‘ABC’ and ‘DEF’.
As you can see from the first diagram, there are several conflicting child expenditures along with a selection of standalone expenditures, as highlighted in red. The only valid document going forward is the expenditure ‘003’ which belongs to the ‘DEF’ parent commitment. The second diagram displays an example of how you could change your documents to become unique. Therefore we would need to perform one of the following actions:
- Manually adjust the values before adding them into your database
- Use DataEXCHANGE pre-processing
The outcome of either method would produce two uniquely coded expenditure documents with new codes.
Changing Your Coding Style
So, how should you handle these changes in your CostMANAGER database? If you have a small selection of data, then you may opt to manually adjust your document codes. This can be a time consuming process and there is a faster way to achieve the same result. DataEXCHANGE includes our advanced pre-processing technologies. Pre-processing evaluates the data that you import into DataEXCHANGE and manipulates it without any fuss or manual changes. Think of it as an express route for your data. You can choose from a variety of separators and concatenation styles, allowing for some flexibility. Once an option has been selected, all of your document codes for the import will take this form. Additionally, you can save this configuration to use again in the future.
Document code concatenation is a very powerful tool that needs to be used with great care and consideration. However, by using a consistent method of concatenation you may start to see a few happy side effects:
- Exported data will share the same easy-to-read code paths, allowing you to see which documents are related to each parent or grandparent document without needing to export an additional column.
- Input screen filtering as shown in one of our earlier articles will be more efficient as you have more terms to narrow down upon.