User Tip: Using the Default Clauses Screen

In this tutorial we’ll show you how to harness Prodoc’s Default Clauses screen to help with workflow and compliance.  The Default Clauses screen allows you to set up clauses so that they appear on various screens in Prodoc, or just on individual forms based on a number of criteria.



To show what we mean, here’s an example. 

This clause, “All products certified 100% New Zealand origin” is set to appear on the Invoice Instructions and Bill of Lading Clauses on any shipment we create that goes to Taiwan.  This means that when I create a shipment for any customer based in Taiwan the clauses will appear automatically.

We can make these appear based on destination country, which Customer we’re sending to, which Exporter we’re sending as and so on using these drop-down boxes.  You can just use one, like in this example, or you could choose multiple criteria – say to just add the clause when I’m exporting to Taiwan under a particular name.

To create a new clause, click New and you’ll be presented with a blank screen.  You can assign any code you want, although if you’ll be making lots of codes then it’s advisable to use a sensible scheme for picking them.  The description is for reference when finding the clauses later, so again use something that will tell you exactly what is going on.  Type or paste the clause in the box at the bottom of the screen.

Now just choose the appropriate criteria for when the clause should appear.  You only have to pick one of these, and each extra one will act as additional filter to target just the shipments you need the clause to appear on.

Now select which fields you want the clause to appear in when you create a shipment.  You can pick one or more of these, which translate to the fields you see in various screens within a shipment.  So in our example, we want our clause to show on the Invoice Instructions, Bill of Lading and Certificate of Origin. 

Now when we create a shipment to my Taiwanese customer, if we look in our Product Summary screen we can see our invoice instructions have pulled through automatically.  From here they will show on the same forms as they would if you had manually entered the information.

Another way we can use the Default Clauses screen is to add information or choose options on specific forms.  Our customer Steve’s Steel wants 3 copies a Form9B included with their documents and so we’ll add that to the Advice of Dispatch form.  We choose our criteria at the top and select the form from the drop-down box.  This should show any forms that would appear in the Other Documents screen in Prodoc – typically forms from the ‘General’ section of your list.

You get a different set of options depending on the form setup.  In this case we want to change one of the preloaded forms to a Form 9B, say we want 3 copies and to show it on the form.  That rule setup, next time we start a shipment and add the Advice of Dispatch form we can go into Other Documents and see the defaults as we set up.  When we preview the form, again the changes are on there.

Please be aware that you have to complete the Other Documents screen after adding the form in order to load the defaults you set up.

So that’s the Default Clauses screen.  You could use it just to remember to put a clause on one form for a particular country, or you could build up a series of rules that fill in forms automatically going forward.  The more ways you can think of to use this versatile Prodoc feature the better.