Automations
The automations feature is designed to reduce workload by automatically creating documents. This reduces much of the manual entry process. There are several automation types that can be processed e.g. accruals, disbursements or penny corrections.
For a description of what each automation type does please see automation types explained.
Automations can be run manually (e.g. accruals) or automatically (e.g. penny difference upon payment of a purchase invoice where the outstanding balance is within the penny difference tolerance).
Automations can be scheduled in the scheduler. For example, you may want to run the accruals monthly.
On this page
Navigating the automation finder
Navigating the automation finder
The screenshot below shows a sample of the automations finder which presents some information.
Information explained
- Description: Used to identify the automation, this will usually be the automation type.
- Automation type: This is the automation type e.g. accruals or penny corrections.
- From doc type: This is the automation type that is being processed from.
- To doc type (default): This is the automation type that that the automation is processed to.
- Trigger: The trigger will identify if the automation can run manually or automatic upon posting.
Tip
To modify the columns displayed, select in the top right of the page, then untick the information you do not want to see.
Settings and access for automations
Settings and access for automations
A user must be given permission to use the automation feature and specific automation types.
Accrual, Disbursements and Interco automation are available on projects. For automation to be used on projects, it must be ticked in the projects setup. The example below shows the disbursement tick box in the projects setup.
Automations will adopt defaults set in environment defaults e.g. The penny correction max tolerance as shown below.
By selecting an automation then pressing Edit you can set criteria and mapping in the tabs.
- This tab allows functions and mappings to be added to automations. You can view all mappings in the mapping finder.
How to run an automation
How to run an automation
Select the automation then press Run.
Enter the automation criteria.
- The criteria will differ depending on which automation type you are processing. The following links will explain each automation type in further detail.
- When you are happy with the selected criteria and setup, press Submit.
Create a new automation
Create a new automation
Press New.
Select the automation type from the available list.
The description will default from the automation type however you can change this.
Select the doc type from and to from the available lists.
Select the default document type.
Select the trigger.
Triggers explained
- Automatic upon posting:
- Allow manual run:
- Manual only:
- Document selection only: The Run button will not be available on the automation.
7. Fill out the information in the tabs. ![](media/tabs1.png)
#### [**Mapping**](#tab/mapping)
- This tab allows functions and mappings to be added to automations. You can view all mappings in the [**mapping finder**](../../../data_upload/mapping_types/index.md).
#### [**Criteria**](#tab/criteria)
- In the criteria tab you can set the following automation criteria
- **Date from**: Leave this date blank if you want to select all available documents or enter a date to restrict documents to be to greater than or equal to this date.
- **Date to**: The date to will default but alternatively you can select the latest [**document**](../../documents/index.md) date that you wish to include for your accruals.
- **Exchange rate type**: Select the [**exchange rate**](../../../currency_exchange/exchange_rates/index.md) to be used for foreign currency [**document**](../../documents/index.md).
> [!TIP]
>
> The exchange rate will be defaulted from the [**Environment setting**](../../../environment/environment_defaults/index.md).
- **Legal Entities**: Leave parameter blank to select all Legal Entities OR select Legal Entity(s) to restrict the accruals created.
- **Currency**: Leave parameter blank to select all OR select Currency(s) to restrict the accruals created.
- **Posting document date**: This date will default and will define the date for the accrual document(s) created. Manually enter a date if appropriate.
- **Reversing document date**: This date will default and will define the date for the accrual reversing document(s) created. Manually enter a date if appropriate.
> [!TIP]
>
> The reversing date must be after the posting date.
- **'Submit'**: If this checkbox is ticked, the accruals and associated reversing documents will be automatically submitted for authorisation. If unticked, the documents will be created in a 'draft' state.
- When you are happy with the setup press Create.
- The new automation will now be ready for use in the automation finder.