End of Period Scheduling

Advancing an accounts period in Autoline is a time-consuming task. You can run some tasks in End of Day by using Timed Operations. However, it is complicated to set this up. This program makes it easier for you to schedule accounts period advancing in EOD. You can schedule tasks to run on a recurrent basis.

The following End of Period options are included:

Advance Nominal Ledger Period
Advance VAT Period
Advance Sales Ledger Period
Advance Purchase Ledger Period
Carry Forward Vehicle Stockbooks Period
Nominal ledger year-end

The end of period scheduler can be used to automate the end of period process. As the advancing of the periods can be scheduled on a recurring day (for example advance the SL period on the 8th day of each month). It is possible that this date is not set up in the agent dates, so it will not advance the periods on this date. For this reason we have advanced the scheduler, the periods will be advanced on the next available date.

To run End of Period scheduling:

On the Autoline Master Menu, select the Manufacturer systems > X2. Accounts generic add-ons option.

The ACCOUNTS ADD-ONS menu is displayed.
Select the End of Period Scheduler option.

The Accounts End of Period Scheduler form is displayed.

Note: Only one user at a time can access the program.
In the Filter group box, complete the Module and Company fields. The Active only check-box is ticked by default to have one overview with all scheduled items. Un-tick it to add additional ones.
If the task you want to schedule is marked with a warning icon in the final column, this indicates that the option is not correctly set in the EOD schedule for this company. Click the icon.

A summary of the problem is displayed. Click More for further details and correct the problem.
Enter the required dates in the Run Date cells (click the cell and then the Ellipsis button to display a calendar) for each of the tasks you want to schedule. Either tick the adjacent Run cells by clicking them individually or select Edit > Activate All to tick them all.

Tip: Selecting Edit > Deactivate All removes all ticks from the Run column.
To schedule a recurrent task, click the Recurrent cell for the required task.

A tick is displayed in the cell and the Run Day and Open Periods fields for the task become editable. Insert the day number of the month when the option is to be run in the Run day field. If required, insert the minimum number of open periods after advancing the periods in the Open Periods field. It will not advance when there will be fewer open periods after advancing.
Select File > Save or click the Save button to save your changes, or select File > Exit or click the Exit button to exit the form without saving changes.

You are returned to the ACCOUNTS ADD-ONS menu.

Accounts End of Period Scheduler Form

This form is displayed when you select the End of Period Scheduler option from the ACCOUNTS ADD-ONS menu. It enables you to run End of Period scheduling, including recurrent scheduling.

Menu Bar and Toolbar:

Menu bar Toolbar Action

File > Save Saves any changes you made to the scheduler.

File > Exit Returns you to the ACCOUNTS ADD-ONS menu.

Edit > Activate All — Ticks the Run cell for all options with a date in their Run Date cell.

Edit > Deactivate All — Removes all ticks from the Run column.

Help > Help Displays this Help topic in a browser.

Menu bar	Toolbar	Action
File > Save		Saves any changes you made to the scheduler.
File > Exit		Returns you to the ACCOUNTS ADD-ONS menu.

Edit > Activate All	—	Ticks the Run cell for all options with a date in their Run Date cell.
Edit > Deactivate All	—	Removes all ticks from the Run column.

Help > Help		Displays this Help topic in a browser.

Filter:

Module: Module to filter the tasks list on.

Company: Company to filter the tasks list on.

Tip: The Company filter is reset when you change the Module filter.

Active only: When this check-box is ticked, only the active tasks for the selected Module and Company are displayed.

Schedule:

The Schedule grid contains a list of End of Period tasks for each of the selected Module and Company.

Module: Name of the module selected in the filter.

Company: Name of the company selected in the filter.

Active: A tick in this column indicates that there is active scheduling for the task.

First Run: Date when the task was, or will be, first run.

Recurrent: Click a cell to schedule recurrent accounts period advancing for the selected task.

Day of Month: This field will be enabled only when the task is marked as a recurrent task. You can enter the day of the month when this recurrent task needs to be executed. For example: if Day of month = 3, the system will run this task on every third day of the month.

Open Periods: Minimum number of open periods after advancing the periods.

Tip: The Day of Month and Open Periods fields become editable when there is a tick in the corresponding Recurrent field.

Include EOY: Whether or not a tick is displayed indicates whether or not End of Year is to be included, as determined by this process.

Last Run: Date when the task was last run.

Current Period: Identifies the relevant period for this company and module.

Next Run: Calculated Next Run Date.

Advance to Period: This field is used to display the period that we will advance to (current period + 1). For example: if current period = 1, Advance to Period will be 2.

Note: A warning icon in the final column indicates that the option is not correctly set in the EOD schedule for this company. Click the icon for a summary of the problem, and then click More for further details.

Calculating the Next Run Date

The Next Run Date is calculated in the scheduler as follows:

If the run flag is not set the Next Run Date will be zero.
Based on the recurrent flag date determination is done for valid next month:

Once only: Uses Run Date when this is equal to or later than today’s date

Recurrent:

Determines minimum month based on First Run Date.

In cases when the run day is not yet passed and current month is equal to or later than the minimum month, the Next Run Date will be the run day in current month.

If the previous statement is not true, the run day in the minimum month is taken or the month after in cases when that is less than the first run date.

First valid run date is checked against the just determined Next Run Date. As long as this is later, the month is incremented until it exceeds the First Run Date.

Note: First Run Date is determined as the latest of: end of current period +1, today’s date, end of minimum open periods +1.

Including and Excluding EOY

The process for determining whether to include or exclude End of Year running is as follows:

In the schedule, when excluding the EOY and the next period is EOY, the Next Run column will display EOY Excluded.
In the case of NL, the EOY must be scheduled separately into the timed operation schedule. If this is not done it will not be possible to include EOY. An Unable to include end of year as this is not setup in the timed operations schedule message will be displayed.
In the EOD library check, a check is done if this is EOY. In cases when this is not scheduled it will be skipped. If the message is not suppressed it will be End of year not included in schedule. Please advance end of year manually or change schedule.