# LC Document Checklist

### **Module Guide: LC Document Checklist**

#### **Module Location**

#### Settings > Purchase > LC Document Checklist

#### **Module Purpose**

#### The **LC Document Checklist** module is used to create master data for all documents required in the purchasing process using a **Letter of Credit (LC)**. The purpose is to create a standard checklist of documents (e.g., `Negotiation Document`, `Document Proposal`) and associate them with the relevant LC purchasing stages. This ensures that all necessary documents are prepared and verified at each step of the process.

### **1. Main View (LC Document Checklist List)**

#### The main page displays all document items that have been defined for the LC purchasing process.

#### **View Explanation**

- #### **Search Filter**: Allows for a quick search based on the **Document Code**.
- #### **List Table**:
    
    
    - #### **No.**: Serial number.
    - #### **Document Code**: A unique code for each document item (e.g., `DC01`, `DC02`).
    - #### **Document Name**: A descriptive name of the document (e.g., `Follow Up Document`).
    - #### **Purchase Stage**: Indicates the purchasing stage at which this document is required or checked.
    - #### **Description**: Additional notes or explanations regarding the document.
- #### **Action Buttons**:
    
    
    - #### **Add Document Checklist**: Opens the form to define a new document item.
    - #### **Delete**: Deletes the selected document items.

### **2. Add Document Checklist Page**

#### This form is used to define a new document item and associate it with one or more LC purchase stages.

### **View Explanation**

- #### **Document Code**: A field to enter the unique document code (required).
- #### **Document Name**: A field to enter the name of the document (required).
- #### **LC-Purchase Stage**: A multi-select box to choose one or more stages from the **LC Purchase Steps Module** where this document is relevant.
- #### **Description**: An optional field to provide additional details or instructions related to the document.
- #### **Buttons**:
    
    
    - #### **Save**: To save the new document data.
    - #### **Cancel**: To cancel the process.

### **3. Steps to Add a New Document**

1. #### From the main page, click the **Add Document Checklist** button.
2. #### Fill in the **Document Code** and **Document Name** (e.g., `INV01` and `Commercial Invoice`).
3. #### In the **LC-Purchase Stage** box, select one or more stages where this document is required. You can select multiple stages by holding down the **Ctrl** key while clicking.
4. #### Add a **Description** if necessary.
5. #### Click the **Save** button.

### **4. Integrated Workflow & Business Process**

- #### **Building a Dynamic Checklist**: This module is directly connected to the **LC Purchase Steps** module. When the purchasing team processes an import PO, the system will use this configuration to display a checklist of documents that must be prepared at each stage.
- #### **Risk Mitigation**: With a standardized document checklist, the risk of missing documents—which could delay customs clearance or negotiations with the bank—is minimized.
- #### **Process Transparency**: All involved teams (purchasing, finance, logistics) can see which documents are ready and which are still pending for each shipment, improving inter-departmental coordination.
- #### **Audit Trail**: Serves as the basis for an audit trail of document completeness in every import purchase transaction.

### **5. Tips & Important Notes**

- #### It is very important to link a document to the correct **Purchase Stage**. Errors in this mapping can cause confusion in the operational process.
- #### Document names and codes should follow standard international trade terminology (e.g., `Bill of Lading`, `Certificate of Origin`, `Packing List`) to facilitate understanding.
- #### Periodically review and update this document list, especially if there are changes in import regulations from the government or new requirements from the bank.