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Accounting Automation lets you schedule low-value, usually time-consuming tasks so they run during periods outside normal working hours.
The tasks available for scheduling are the following:
Import SAF-T: lets you schedule the import of the billing SAF-T file;
Import Sales: lets you schedule the import of sales documents from e-Fatura, Recibos Verdes, e-Arrendamento, and Digital Archive;
Import Purchases: lets you schedule the import of purchase documents from e-Fatura, Recibos Verdes, e-Arrendamento, and Digital Archive;
Import Banks - e-Banking: lets you schedule the import of bank transactions through the E-Banking service (up to 90 days before the current date);
Import Banks - SEPA Return: lets you schedule the import of the SEPA return file.
It's not possible to schedule imports through bank statement files, since these are not standardized files. For this reason, you must validate the bank format beforehand, before importing.
If, before updating PAA to versions 9.0000.1533 and 10.0000.0437 (or later), there were already schedules configured in Windows Task Scheduler, these must be deleted and reconfigured again in PAA.
Important Considerations
Before scheduling a task, it's important to understand how it works and the recommended practices for getting the most out of this operation, namely:
The schedule will be created in Windows Task Scheduler, so all schedules must be created on the same computer, preferably the server;
Although there is no limit to the number of clients that can be assigned to each schedule, this feature should be used responsibly. Tasks are run individually, in order, so, when setting up the schedule, you should pay attention to the number of clients included and the volume of data being imported, to make sure all the tasks are completed within the desired period.
Task Execution Principles
Accounting Automation will run tasks according to the following principles:
The task is run only for the clients specified in the schedule's settings;
The clients must be Active;
Imports are run in ascending order of the last import date, meaning the client/task that was scheduled longest ago runs first;
If the importer's Log Files folder is set up, a file will be created for each day and for each client;
For the SAF-T file importer, all the SAF-T files in the pending files folder are read for each client, and, after import, the files are renamed and placed in the processed folder;
For the SEPA return file importer, all the SEPA files in the pending files folder are read for each client, and, after import, the files are renamed and placed in the processed folder;
For the Purchases and Sales importers, the corresponding data is imported for each client, based on the default settings in the respective importers, which correspond to the number of months to import;
For the e-Banking importer, the corresponding data is imported for each client, based on the number of months to import; however, you can select a maximum of 3 months.
Below are some examples of the data periods to import, with a reference month of January 2022:
If the no. of months to import is 1, the import period will be 01/01/2022 to 31/01/2022;
If the no. of months to import is 2, the import period will be 01/12/2021 to 31/01/2022.
Scheduling Tasks
When scheduling a task, it's important to specify the type of task to import, the frequency, the duration, and the Server where the schedule was created, since you can only edit the schedule on the computer where it was created.
To schedule tasks, follow these steps:
Step 1: Create schedules
Go to Application | System Group | Schedule Tasks;
Click New, or select an existing schedule and click Edit;
On the first schedule, click Update Server to save the name of the computer where the schedules will be created. The fields relating to the task's frequency and duration can only be edited on the computer where the task was created;
Select the Task Type to run for the selected clients;
Set the No. of Months to Import in each schedule. A value of 1 corresponds to importing only the Reference Month; Note: this option is not available for importing SAF-T files and SEPA returns;
The This Computer field will be filled in with the current computer's name. If it's different from the Schedule Server, the frequency and duration parameters of the task cannot be edited;
Finally, click Start;
If you're editing an active task, click Update Schedule to save the changes made.
Step 2: Set the Import Options
You should enable the Uses Extension Settings option so that the import settings defined in the extension are used.
Alternatively, you can set the configurations to be applied to imports, that is, the same options that appear in the import window (for example: in System Folder Purchases, Cegid Docs, Recibos de Renda, Recibos Verdes, or e-Fatura).
Step 3: Set the frequency
In the Run the Task field, set the frequency for running the task:
Daily: the task runs every n number of days, set in the Occurs Every field;
Weekly: the task runs every n number of weeks, and on the days of the week, set in the Occurs Every field;
Monthly: the task runs on the month(s) and day(s) set in the Occurs Every field;
In the Occurs Every field, select the task's occurrence interval, based on the Run the Task field;
Select the Overwrite Import field if you want the import to always be replaced by the most recently imported data for the set period.
Select the Post Only field if you want the schedule to be used only for posting, without importing data.
Step 4: Set the task's duration
In the Start the Task On field, specify the date and time the schedule starts. Tasks will only start running from this date and time onward;
Enable the End On option if you want to specify the date and time the schedule expires. From this date onward, the task will no longer run.
Step 5: View the schedule
In the Summary section, you can view all the details of the created schedule. If you view it on another computer, you won't be able to edit or view the configuration parameters, since these are saved in Windows itself. You will only be able to view the corresponding summary.
In the Processing section, you can check the:
date and time of the last automatic processing, in the Last Proc. Date field;
date and time of the next processing, in the Next Proc. Date field;
The defined task will only run for the entities selected in the Clients table.
Editing Tasks
As mentioned previously, the task's scheduling is done in Windows itself, which means that only the computer that registered the task will run it. You will also only be able to view and edit the schedule parameter on the computer that created it.
However, if you have permission, you can view the schedule summary and add or remove clients from the schedule. Alternatively, you can perform the same operation on the client's record.
To add or remove clients from a schedule, follow these steps:
Adding/removing clients in the schedule
Go to Application | System Group | Schedule Tasks;
Select the desired schedule and click Edit, or double-click the row;
Add or remove clients;
Click Update Schedule.
Adding/removing clients in the client's record
Go to Application | Home Group | Clients;
Select the desired client and click Edit, or double-click the Client's row;
Select the desired schedule(s) on the Settings and Schedules tabs;
Click Save or Save and Exit.
For more information about the client's record, we recommend consulting the article How to configure clients?
Viewing Automatic Imports
Automatic imports can be viewed in the respective import menus, where they are flagged as automatic.
In the import lists, only one import per period will be shown, to avoid the lists becoming too long, which would make them harder to analyze. For example:
A schedule is set up to run purchase imports from the 12th to the 15th of each month;
If the current month is January and the number of months to import is 1, an import will be run for the month of December (reference month);
In the import list, there will only be one import for the client in the month of December, which will be updated every time the task runs.