Automatic Reporting

System Maintenance Menu -> Configure System Settings -> Automatic Job Scheduling -> Function SMCR99 -> executes Automatic Reporting

For LINUX and Windows network systems, certain reporting jobs can be setup to be run automatically at a pre-determined time and frequency.
The report results can be emailed to staff and are also stored for up to seven days.

The directory in which to save the report output can be assigned in the Company Miscellaneous Parameters.
If no directory is entered, the report files will be saved on the PROIV data directory.

Some of the actions and reports that can be generated automatically include Cycle Billing Edit, Daily Close, Deposits Report, Invoice Reports, O/S Delivery and Pickup Reports, Expired Special Rates & Prices Report, Email Letters, and Exported G/L Transactions.

Once the reports are setup here with the frequency, email address, and selection parameters, the CronJob SMCR99 must also be included in Automatic Job Scheduling with the start time to run reports, and the frequency to be run every day, so that it then checks daily to see if each of the reports listed here should be generated.

Security parameters setup for Automatic Job Scheduling also apply here.

Note: The operator Divisional Restricted Views and the Division inventory/accounting type controls do not apply to output generated from Automatic Reporting, where the same reports generated manually from the menu tree may respect these restrictions. This means output generated from Automatic Reporting could display different values from the same report run manually.

This prompts to setup the reports to be generated are:

SEQ#

Accept the next sequence number. Sequence numbers help to track and organize the records in a file.

FUNCTION

Enter the job or function name, or select a job from the window.
This list of functions is maintained by SRM.
The same job can be listed multiple times, to accommodate different filters and different email addresses as required.

Note: If your firm would like additional reports to be available, contact Texada Support to discuss programming options.

The reports that can be generated automatically include:

• APAP16 - A/P CASH REQUIREMENTS REPORT

• APAP21 - AGED A/P SUMMARY

• ARAR26 - AGED A/R SUMMARY

• AFHDR09 - ASSET FINANCE REPORT AND POSTING

• ARCC05 - CREDIT CARD EXPIRY REPORT

• ARCF16 - CUSTOMER ACCOUNTS OPENED LIST

• ARCP10 - POST COUNTER PAYMENTS

• ARIF10 - DAILY CLOSE 3: POST ACCOUNT INVOICES

• ARLT02 - CUSTOMER, STATEMENT & DUNNING LETTERS (letters to contact addresses)

• IMP02 - 'Approval Plus' processing

• INPH30 - PURCHASE ORDER REPORT

• INRF20 - REGION RESERVATION FULFILLMENT

• RSAL01A - ARCHIVE MENU ACCESS LOG TO DATABASE

• RSBS02 - BULK DISPOSAL REPORT

• RSCD73 - INVALID RATES ON CONTRACTS REPORT

• RSCH26 - O/S DELIVERIES REPORT

• RSCH29 - O/S PICKUPS REPORT

• RSCH41 - O/S DEPOSITS REPORT

• RSCH45 - CONTRACTS IN/OUT REPORT (spreadsheet output)

• RSCH50 - DETAILED OPEN CONTRACTS REPORT - Customer Contact targeted report(emails Customer Contact addresses per Site)

• RSCH55 - CONTRACTS REPORT (report or spreadsheet output per parameter setup)

• RSDT10 - DISPOSAL TRANSACTIONS REPORT

• RSID07 - ON HOLD A/R INVOICE REPORT

• RSID20 - DAILY CLOSE 2: GENERATE POSTINGS

• RSID41 - INVOICE REPORT BY CUSTOMER AND SITE

• RSIH13 - P.O. REQUIRED INVOICE REPORT

• RSIL07 - NON-BULK INVENTORY LOCATION REPORT

• RSPF38 - ASSET TAG DISCREPANCIES

• RSPF118 - RENTAL AGE DATA CAPTURE

• RSPF119 - RENTAL AGE EXPORT TO EXCEL
  This export uses the last successful "capture" for the export, whether the capture was generated manually or by the automated job scheduler.
  Refer to the instructions in Rental Age Data Capture for details.

• RSPO20 - INVENTORY RE-ORDER REPORT BY VENDOR

• RSPO09 - P.O. APPROVAL REPORT

• RSFR15 - PICKUP & DELIVERY DISPATCH (spreadsheet output)

• RSRH34 - RESERVATION REPORT (for Summary output do not specify an "Address' choice in the parameters or it will fail)

• RSRI22 - NEW ACQUISITIONS REPORT

• RSRJ10 - DAILY CLOSE 3: POST RENTAL JOURNAL

• RSRQ10 - PRODUCT/GROUP BOOKINGS REPORT

• RSRQ25 - PRODUCT AVAILABILITY REPORT

• RSSH07 - PRODUCT REVENUE REPORT

• RSSH17 - CUSTOMER REVENUE REPORT

• RSSR02 - SPECIAL RATES/PRICES EXPIRY NOTIFICATION
  Special pricing tables can be setup in Special Rates Codes and Price Codes with expiry dates.
  This notification report/email is then generated at five, thirty, sixty and ninety days prior to expiry, on the expiry date, and also for any previously expired rate/price codes.

• RSXD14 - CYCLE BILLING EDIT REPORT
  There are two approaches available to help automate the cycle billing process using the AUTOMATIC REPORTING utility:

  • The Billing Edit Report can be setup to be run automatically with the results emailed to staff.
    Then after reviewing the edit report, the billing can be completed manually using Cycle Billing to generate the invoices.
  • The other option is to generate the Edit Report with the emails, and then to complete the Cycle Billing run by selecting the option to automatically also Generate Invoices in the "Value" window.

    Note: The Clerk Code "_Cr" is assigned to invoices generated from automatic billing.

• RSXD16 - UNBILLED REVENUE REPORT

• TPLOG01 - TEXADA PAY - PAYMENT LOG

• TPRNT02 - TEXADA PAY - UPDATE PENDING REFUND QUEUE

• WOMS10 - PRINT MAINTENANCE SCHEDULE

• WORT11 - REPAIR HISTORY REPORT

• WOWH11 - WORK ORDER REPORT

• WOWH17 - WORK ORDER DETAIL REPORT

• XMLEXP3 - EXPORT G/L TRANSACTIONS
  This processing can be used to export G/L transactions to an XML file as explained in XML Data Exports Menu, and to email the Summary of the Debits and Credits.
  The resulting XML Transaction file can later be accessed in the window in Export G/L Transactions.

  Note: If the option to "Export G/L Transactions In Daily Close #3" is activated in the Company Daily Close Parameters most GL transactions will be flagged to be exported as part of the next Daily Close 3 run and they will not be included in this auto-reporting XML export task.
  Posting References that are flagged to post in the next Daily Close 3 can be viewed in the Reserved Daily Close Posting References window.

• XMLEX13B - EXPORT VENDOR FILE TO CSV
  This option generates a CSV file for a range of vendor records as outlined in the Export Vendor Information.

Note: If reports emailed in spreadsheet format are not recognizing the file association and are opening in a browser instead of Excel, open the file in Windows Explorer, or save the file to disk before opening in Excel.

PARAMETERS

The parameter options available for the report can be set in this window.

OPTION

For details on the report selection criteria and options refer as follows:

• A/P Cash Requirements Report (APAP16)
  A value must be entered for each parameter in the window except the from/to vendor selection.
  The selection filters and options to generate the output are outlined in the Cash Requirements Report.

• Aged A/P Summary (APAP21)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Aged A/P Summary.

• Aged A/R Summary (ARAR26)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Aged A/R Summary.

• Credit Card Expiry Report (ARCC05)
  The automated report output is based on the value set here for the 'Expire in Number of Days' filter and will always assume ALL customers and 'Export All Cards' = N.
  This spreadsheet can also be run for selected Customers and all cards from the Credit Card Expiry Report.

• Customer Accounts Opened Report (ARCF16)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Accounts Opened Report.

• Post Counter Payments (ARCP10)
  This program posts the customer payments entered at the counter in Counter Customer Payments to the Accounts Receivable sub-ledger and to the General Ledger, and generates a posting journal.
  There are no parameters that need to be set as all eligible invoices will be processed.
  Refer to Post Counter Payments for details on posting batch CTR.

  Note: This automated job only posts customer payments for CTR batch and ignores any other batches.

• Daily Close 3: Post Account Invoices (ARIF10)
  This program posts the Customer Invoices to the Accounts Receivable sub-ledger and to the General Ledger, and generates a posting journal.
  There are no parameters that need to be set as all eligible invoices will be processed.
  Refer to Post A/R Invoices for details.

  Note: Restricted Views is not respected when Daily Close 3: Post Account Invoices is posted from automated reporting.

• Statement Letters (ARLT02)
  A value must be entered for each parameter in the window, else the report will fail.
  If the letters should be generated for all relevant customers in the From/To customer selection, leave the 'From' field blank and enter ~~~~~~ in the 'To' field.

  For emailing, this report uses Jasper reports as activated in the Customer Forms, and sends the letters to the addresses defined in the Contact Information, so the Use Contact Document Emailing must be activated in the Company Email Configuration.

  Separate ARLT02 jobs can be setup for the different types of letters required.

• Post Asset Financing (AFHDR09)
  This program posts the monthly payments scheduled for products in Asset Financing Information to the General Ledger, and generates a posting journal.
  The monthly cut-off date needs to be set in the report parameters.
  Refer to Asset Finance Report and Posting for details on this report.

  The auto-report will email a posting report, including an error report on Tab 4 of the output if there are data errors or if the program could not run because there are previous months to run or there are any dates outside of the date range set for AFIN in Date Range Control.

• Purchase Order Report (INPH30)
  A value must be entered for each parameter in the window, else the report will fail.

• Region Reservation Fulfillment (INRF20)
  A region must be entered selected in the window.

• Bulk Disposal Report (RSBS02)
  A value must be entered for each parameter in the window, else the report will fail.

• Invalid Rates on Contract Report (RSCH73)
  A value must be entered for each parameter in the window, else the report will fail.

• O/S Deliveries Report (RSCH26)
  A value must be entered for each parameter in the window, else the report will fail.

• O/S Pickups Report (RSCH29)
  A value must be entered for each parameter in the window, else the report will fail.

• O/S Deposits Report (RSCH41)
  A value must be entered for each parameter in the window, else the report will fail.

• Contract In/Out Report (RSCH45)
  A value must be entered for each parameter in the window, else the report will fail.

• Contract Report (RSCH55)
  A value must be entered for each parameter in the window, else the report will fail.

• On Hold A/R Invoice Report (RSID07)
  A value must be entered for each parameter in the window, else the report will fail.

• Reservation Report (RSRH34)
  A value must be entered for each parameter in the window for the 'Detail' output.
  For the 'Summary' output do not specify an "Address' choice or a product or class filter selection in the parameters or the Summary will fail.

• Detailed Open Contract Report (RSCH50) - Customer Contact targeted reporting
  A value must be entered for each parameter in the window, else the report will fail.
  This program sends an email to each customer of the product details in a Jasper format report, to the corresponding addresses in the Contact Information where the Contact is linked to the Site on the contract per the Contact Associated Sites window.
  The email window on "Automated Reporting" setup does not apply as no emails are sent to staff assigned addresses.

• Disposal Transactions Report (RSDT10)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Disposal Transactions Report.

• Pickup & Delivery Dispatch (RSFR15)
  Emailed output is in spreadsheet format.
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Delivery / Pickup Dispatch.

  Note: The parameter selection filter From Date Regardless Of Status can be used to set a starting point.
  e.g. Today with a 'Date Off-Set' of -1 Week

• Daily Close 2: Generate Postings (RSID20)
  This program runs a number of processes in preparation for posting the customer invoices and deposits, including moving the invoices from Batch status to History.
  There are no parameters that need to be set as all eligible invoices will be processed.
  Refer to Daily Close 2: Generate Postings for details.

• Invoice Report By Customer And Site (RSID41)
  A value must be entered for each parameter in the window, else the report will fail.

• P.O. Required Invoice Report (RSIH13)
  A value must be entered for each parameter in the window, else the report will fail.

• Non-Bulk Inventory Location Report (RSIL07)
  A value must be entered for each parameter in the window, else the report will fail.

• Asset Tag Discrepancies (RSPF38)
  A value must be entered for each parameter in the window, else the report will fail.

• P.O. Approval Report (RSPO09)
  

• Inventory Re-Order Report (RSPO20)
  A value must be entered for each parameter in the window, else the report will fail.

  Note: The "Exceptions Only or All" prompt in auto-reporting filters corresponds to the "Products to Include" prompt in Inventory Re-Order Report where options are E for Below Minimum, B for Backordered and A for All.

• New Acquisitions Report (RSRI22)
  A value must be entered for each parameter in the window, else the report will fail.

• Daily Close 3: Post Rental Journal (RSRJ10)
  This program posts the cash invoices, manufacturing adjustments, and deposits to the General Ledger, and generates a posting journal.
  There are no parameters that need to be set as all eligible transactions will be processed.
  Refer to Daily Close 3: Post Invoices for Post Rental Journal Transactions for details.

  Note: Restricted Views is not respected when Daily Close 3: Post Rental Journal is posted from automated reporting.

• Product/Group Bookings Report (RSRQ10)
  A value must be entered for each parameter in the window, else the report will fail.

• Product Availability Report (RSRQ25)
  The date cannot be a past date, and a value must be entered for each parameter in the window, else the report will fail.

• Product Revenue Report (RSSH07)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Product Revenue Report.

• Customer Revenue Report (RSSH17)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Customer Revenue Report.

  Note: For the 'Print 5 Year' option an “Ending on Month” is required as a date or shortcut date in Automatic Reports, and the From/To Date, Summary/Detail and Excel inputs will be ignored.

• Expiring Rental/Sale Price Report (RSSR02)
  This program outputs the expiring records with the number of associated customers.
  There are no parameters that need to be set.

• Cycle Billing Edit (RSXD14)
  A value must be entered for each parameter in the window, else the report could fail.
  To avoid blank results, it will assume ALL customers and ALL salesmen.

  Note: Any Credit or 'Services-only' contracts are not included in the automatic billing runs.
  These need to be controlled and billed manually.

  Cycle Bill by Division

  • 'Operators by Division' configuration:
    There is a potential Batch Edit file over-write if the processing to Bill Contracts by Division is activated in the Company Billing Parameters and your firm utilizes the 'Operators by Division' feature.
    To prevent this issue the Cycle Billing Edit report must be run by specific division, and the edit file will over-write an existing edit file for its own division but will not over-write or replace a different division's edit file.
    If Bill Contracts by Division is set to N and the Billing Edit report is run more than once, any previous file is over-written and only the last batch is saved for the final Cycle Billing run that creates the invoices.

  • 'NON-Operators by Division' configuration:
    When the company is not configured to login as 'Operators By Division' in the Company setup but the Company Billing Parameters is set to allow "Cycle Bill by Division" then each 'Cycle Bill' RSXD14 job can only be run for a single Division from "Automated Reporting" and the Invoices must also be generated to complete that Cycle Billing run.
    This will prevent the Edit file over-write.

• Rental Age Data Capture (RSPF118)
  The values that must be entered for the parameters in the window have very specific requirements and restrictions, else the capture could fail.
  Refer to the instructions in Rental Age Data Capture for details.

• Rental Age Export to Excel (RSPF119)
  The values that must be entered for the parameters in the window have very specific requirements and restrictions, else the report could fail.
  Refer to the instructions in Rental Age Data Capture for details.

  Note: This export uses the last successful "capture" for the export, whether the capture was generated manually or by the automated job scheduler.

• Unbilled Revenue Report (RSXD16)
  A value must be entered for each parameter in the window, else the report could fail.

  The earned revenue calculation can be run based on either the "Current Contract Rate Structure" or on the "Monthly Rate".
  An Accrual transaction to be posted to the G/L can be generated for the revenue amounts as setup in the Standard Journals transactions and defined in the Company Posting Parameters.

  Note: If the report is re-run and another Journal entry is created before a prior one is posted, the earlier transactions will be over-written by the subsequent ones, without ever being posted.

• Texada Pay Payment Log (TPLOG01)
  

• Texada Pay Pending Refund Queue (TPRNT02) - update
  

• Print Maintenance Schedule (WOMS10)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Print Maintenance Schedule.

• Repair History Report (WORT11)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this report or spreadsheet are outlined in the Repair History Report.

• Work Order Report (WOWH11)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Work Order Report.

• Work Order Detail Report (WOWH17)
  A value must be entered for each parameter in the window, else the report will fail.
  The selection filters and options to generate this spreadsheet are outlined in the Work Order Detail Report.

• Export G/L Transactions (XMLEXP3)
  This program always outputs the data in a summary
  There are no parameters that need to be set.

• Export Vendor Information (XMLEX13B)
  Select a range of vendors for this output.

• Archive Menu Access Log to Database (RSAL01A)
  Refer to Archive Menu Access Log to Database for details.

Date Options

VALUE

In the Value field window for report dates, a specific Actual Date can be selected or a Shortcut Date can be selected.
A window is provided to view available Shortcut options.

DATE OFFSET

The date can be offset by entering a plus or minus sign with the desired number of days and/or weeks and/or months to offset.
A window is provided to setup the off-set date.

DESCRIPTION

The program, report, or job description displays.

DAY

Window to view the scheduling options:

• Enter 01 to 31, to execute the job on a specific date each month.
• Enter the first 3 letters of the day of the week, to execute the job
• Enter DAY to execute the job once a day.
• Enter ONE to execute the job one time only.

The time that the jobs are initiated is set in Automatic Job Scheduling.

LAST RUN

This field displays the time that the job was last run.

Note: If this date is removed and left blank, the job will be re-run at the next opportunity according to the Day value.

DURATION

The length of time that the job took to execute the last item is displayed.

EMAIL

Window to open the email window and to list the email addresses that should receive the report output. Multiple emails addresses can be entered.
A Subject can be entered to identify the email. If no subject is entered, the Description of the program, report, or job is used.

Note: This window does not apply to the Statement Letters (ARLT02) job as the letters are sent to the email addresses setup in the Contact Information, or to the Detailed Open Contract Report (RSCH50) as these Jasper format reports are sent to the addresses in the Contact Information.

VIEW

Window to download and display the report or document, if it still exists on the server.

Expanded Record

Click the EXP/CON button or press <F9> to view information about the last job run.
Once the job has been run once using the automatic reporting option, one of the following two fields will be flagged:

LAST FILE

The filename of the successful report will be displayed.
If the last report failed, this field will be blank and an error will appear in the Last Error field.

If the last PDF document still exists on the server, a window is supplied to download and display the report or document.

LAST ERROR

If the last report failed, the error will display.

Finished ?

Click ACCEPT to accept the records, or click CANCEL to close the screen without accepting any modifications.

If the CronJob SMCR99 has not yet been included in the scheduler with the time to initiate these automatic reports, the Automatic Job Scheduling window now opens as outlined in Automatic Job Scheduling.
Add SMCR99 to the schedule.