Overview

The Automated Jobs feature provides the ability to schedule an unattended background program to execute the automatic processing of records after business hours, overnight, or at any desired time. Running these jobs on a schedule is a more efficient way to process records and can help minimize system resource usage during business hours.

In this article:

• Available Automated Jobs
• Add/Edit a Scheduled Job
• Scheduling Limits
• Run an On Demand Job
• Job Notification Settings
• Manage Automated Job Records
• Schedule a Job
• Run an On Demand Job (Steps)
• Complete the Job Notification Settings

Available Automated Jobs

The following jobs can be selected as automated jobs from the Add/Edit a Scheduled Job section of the Automated Jobs screen:

Job	What It Does	Best Practice / Note
Recurring Billing	Creates the Billing records for Recurring Billings based on the Next Run Date.	To exclude a specific record, select the Exclude from Automation checkbox on the Recurring Billing detail page. Inactive records are automatically excluded.
Recurring Payable	Creates the Payable records for Recurring Payables based on the Next Run Date.	To exclude a specific record, select the Exclude from Automation checkbox on the Recurring Payable detail page. Inactive records are automatically excluded.
Recurring Journal Entry	Creates the Journal Entry records for Recurring Journal Entries based on the Next Run Date.	To exclude a specific record, select the Exclude from Automation checkbox on the Recurring Journal Entry detail page (inactive records are automatically excluded). If an RJE is out of balance, the job passes over it and no activity record is created.
Automated Email Billing	Creates and sends email invoices for Billings that meet all of the following: Posting Status is Posted; Billing Date is less than or equal to today's date; PDF Email Status is "Unsent"; and the PDF Format's Automated Email Delivery is set to Balance Due Only, Balance Due or Credit Memo Balance, Balance Due or Zero Balance, Zero Balance Only, or Always.	Note: If any Billing uses an Enhanced PDF Format (Merge Type = Document), the PDF Format must have a verified Org-Wide Email Address, or the job will log a failure and create a Task instead of sending. For setup, see Enhanced PDF Formats Configuration. For how the scheduling user's locale affects dates and currency on automated PDFs, see Enhanced PDF Formats Template Guide.
Scheduled Post	Posts selected source records currently in an Approved status.	Best Practice: Schedule the daily Scheduled Post job as an automated job, and make it the last automated job scheduled each day. For information on posting order, refer to the Scheduled Post job article.
Scheduled Bank Download	Automatically downloads all posted Bank Transactions for bank accounts connected in Bank Direct Connect (BDC).	—
Recurring Period Task	Accounting Period tasks are automatically created from a Recurring Period Task based on the Preferred Start Time and Next Run Date.	—
Payment Activity Status	Schedules the creation of Payment Activity records based on the Preferred Start Time and Next Run Date.	Only needs to be scheduled if Stripe is your Payment Processor. Not needed if Sola is your Payment Processor.
Merchant Download Job	Schedules the automatic download of PaymentSITE transactions from Sola directly into Accounting Seed.	Best Practice: Schedule this job to run before the Scheduled Post job so that any resulting transactions are included when Journal Entries are posted.
Pay Payment Proposal	Part of the AP Automation features. Automatically creates Cash Disbursements and applies them (as AP Disbursement records) to the related Payables. If Credit Memos were part of the Payment Proposal, they are also applied to the related Payables (as AP Credit Memo records). Cash Disbursements are created in an Approved Posting Status.	Best Practice: Posting the Cash Disbursement is what starts the automation process. Schedule the Cash Disbursement Scheduled Post job to run after Pay Payment Proposal so this can be automated. If your AP Disbursements are not set to auto-post, add this job after the Cash Disbursement Scheduled Post job instead. Then schedule Scheduled Bank Download to run after Cash Disbursement Scheduled Post, so it can bring in bank auto-matching for your Bank Reconciliation. Note: If you are using Payment Services, payment details are sent to Edenred Pay for payment.
NPSP Opportunity Journal Entries	Schedules Journal Entry creation from Donation Opportunities based on the Preferred Start Time and Next Run Date.	—

Add/Edit a Scheduled Job

The Add/Edit a Scheduled Job section of the Automated Jobs screen allows you to select an automated job from the Select Job drop-down list and schedule it for a Preferred Start Time. Once the job and time are selected, click Add Scheduled Job to display the newly added job in the Scheduled Jobs data grid.

Note: Click here to view the image above in full screen.

Column headings on the data grid include Job, Start Date, Next Run Date, Preferred Start Time, and Action.

Scheduling Limits

Each Automated Job can only have one scheduled instance per day. If you add a new scheduled job for a job type that already has one scheduled, it doesn't create a second entry it overwrites the existing scheduled job's Preferred Start Time instead. For example, scheduling Recurring Billing for 1:00 AM and then adding another Recurring Billing job for 6:00 AM doesn't result in two Recurring Billing jobs on the Scheduled Jobs grid; the original job is updated to 6:00 AM instead.

Scheduled Post is an exception. Because a Scheduled Post job only posts records currently in an Approved status for the Scheduled Post Type(s) you select, the same Scheduled Post Type can appear in more than one scheduled job per day:

• Together: Select multiple Scheduled Post Types in a single scheduled job so they all post at the same Preferred Start Time.
• Separately, by type and time: Create separate scheduled jobs for the same Scheduled Post Type(s) at different Preferred Start Times. Each run only picks up records that have reached Approved status since the last run; anything already posted is skipped.

Running a job on demand via Run an On Demand Job is not affected by this and can be triggered ad hoc regardless of what's already scheduled.

Run an On Demand Job

In addition to scheduling a Preferred Start Time, several automated jobs offer an On Demand option to run immediately. Click Run Now to run one of these jobs right away. The jobs available as On Demand include:

• Scheduled Post
• Scheduled Bank Download
• Payment Activity Status
• Merchant Download Job
• Pay Payment Proposal
• NPSP Opportunity Journal Entries

Note: When Run Now is clicked, no row is created for that job in the Scheduled Jobs data grid. Only jobs added from the Add/Edit a Scheduled Job section appear as rows there.

Job Notification Settings

Email Notifications

When a scheduled automated job runs, a daily confirmation email is sent to the user who clicked Add Scheduled Job to create it, indicating how many records were processed. To turn this off, click the Disable Job Emails button to set it to On — no email confirmations will be sent for any automated job, though the Automated Job Results (AJR) record will still be created. Note: Disable Job Emails defaults to Off, so daily confirmation emails are sent unless you change this setting.

Manage Automated Job Records

You can purge Automated Job Results data by selecting a purge "Before Date" from the Purge Data options on the Utilities menu, or manage records here directly. The Enable Record Deletion button defaults to On, and Keep Result Records for (days) defaults to 30 (can be set between 1 and 365 and applies to all automated jobs). Use the Run the Deletion job at drop-down to choose when the deletion job processes.

Schedule a Job

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs. The Automated Jobs screen displays.
   
   Note: Click here to view the image above in full screen.
2. From the Add/Edit a Scheduled Job section, click the Select Job drop-down list and select a job to schedule.
   
3. Click the Preferred Start Time drop-down list to select the time this job should run. Best Practice: The Scheduled Post job should be the last automated job scheduled.
4. Click Add Scheduled Job. The new job displays on a row in the Scheduled Jobs data grid.
   
   Note: Click here to view the image above in full screen. Note: To delete a job later, click the Delete hyperlink for that row in the Action column, then confirm the deletion.
5. To add another automated job, repeat steps 2–4 as needed.

Run an On Demand Job (Steps)

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs. The Automated Jobs screen displays.
2. From the Run an On Demand Job section, click the Select Job drop-down list and select one of: Scheduled Post, Scheduled Bank Download, Payment Activity Status, Merchant Download Job, Pay Payment Proposal, or NPSP Opportunity Journal Entries.
3. Click Run Now.

Complete the Job Notification Settings

1. If you're already on the Automated Jobs screen, skip to step 2. Otherwise, navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs.
2. Click the Pencil icon to edit the Job Notification Settings.
   
3. The Disable Job Emails button defaults to Off, meaning notification emails are automatically sent to the user who clicked Add Scheduled Job. To stop these emails, click Disable Job Emails to set it to On. Note: When this is On, no confirmation emails are sent for any automated job, though the Automated Job Results (AJR) is still created.
4. The Enable Record Deletion button under Manage Automated Job Records defaults to On. Note: To stop the system from deleting automated job records, set this to Off.
   1. Enter a number between 1 and 365 in the Keep Result Records for (days) field. Default is 30.
   2. Select a time from the Run the Deletion Job at drop-down list.
5. Click Save.

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