MB – Initialize Year Data Batch Process

Miscellaneous Billing (MB) – Initialize Year Data Batch Process

Overview

Govern OpenForms Miscellaneous Billing module is year based and the purpose of this functionality is to create the recurring invoices in choosen year for the invoices that have not expired.
The system will check the END date with the Current Menu date to make this determination.

The Initialize Year functionality is a Batch Process and like any other batch process, it can be setup by profile with role and user security, scheduled, monitored, etc.

  • The batch process name is [mb_init_year] and it will be created when the Verify Database is run for the first time after having deployed a 6.1.1609 deployment.
  • The batch process definition [103-mb-bp-006] is available using the import/export. (to be verified)
  • The same batch process can be setup in multiple batch process definitions (with different schedules, notifications, etc.)
  • The batch process definition can be setup as an Action Button or a Link item that can be placed on a standard Form or on the user Cool Bar.
  • See Standard Batch Process details Batch Program Setup or Govern Scheduler for more details

This batch process can be accessed from:

  • Govern Administrator (GNA), select Application Configurations, Miscellaneous Billing,
  • Govern, open Profile Batch Process tool box window

 

Read More...

 

Batch User Interface

The following user criteria will impact what invoices will be processed.
Selection Criteria
You can select criteria to refine the process or leave these fields blank to process all transactions.Year

  • Select the year for to copy

Recurring Code (Batch Name)

  • Enter the batch name or number for the records you are processing, or
  • Leave this field blank to process all transactions.
  • Mandatory

Category Code

  • Enter a category code to limit the process to invoices setup with this category code.

Issuing Department

  • Enter a department to limit the process to invoices setup/issued for this department.

Override Invoice Date

  • Used to override the invoice date that will be created.
  • If left blank will use the current date

The selection criteria for the From year is user persistent and will appear the next time the batch process is executed.
However, the destination year is not persistent, so this field will be reinitialized each time the batch process is executed

Batch Processing

General Batch Processing

  • The process definition can be executed in SYNC mode only and this mode will be forced or overridden upon execution.
  • The batch transaction Mode = “Roll Back If One Transaction Failed” is not supported. It will be “Continue If One Transaction Failed” by default

 

Records to be Processed

Only the recurring invoices meeting these rules will be processed:

  • Recurring Invoices for the specified year
  • User Profile Current Date is superior to the Recurring Invoices Effective FROM Date and inferior to the Effective TO Date or end date.
    • If Effective TO Date is blank, it will be set internally to 12/31 of the recurring invoice year.
  • User Profile Current Date must be in the 1/1 and 12/31 range of the selected year.

On Warning and Error Reporting
During the execution, standard warning and error messages will be presented in the batch result grid.

  • On error, the MB ID will be displayed in the message text. Note: Double-click on the message to access and copy the full text

 

On completion

The following standard information will be displayed:

  • Parameters and Options used
  • Total number of records read
  • Total number of records processed

Log File

At the end of the batch process, a log will be created:

  • Log file called mbInitializeYear.log

 

Troubleshooting

The following is to help troubleshoot the batch process.

  • After changes, it is always best to compute for a single year and small dataset
  • The parcel id is listed in the error message
  • Turning on the Govern Diagnostic Tool
  • Turning on the SQL Profiler Tool (system administrator)

 

Related Topics

 

 

 

103-mb-bp-006

 

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MA Copy to Year System Batch Process

Mass Appraisal Copy to Year System Batch Process

Overview

Run the Mass Appraisal Copy to Year process in to order to copy the Mass Appraisal tables and administrative parameter definitions from one year to any other year.

A typical use is to run this process once a year to copy the administrative information from the current fiscal year to the next. However, it could be run to copy the definitions from any year in which data exist to any other year. If parameters already exist, they are not overwritten.

Documentation

To view this information in pdf format, open the following document:
103-ma-bp-005.pdf

Configuring the Copy to Year Batch Process

The Copy to Year is a System batch process. It is accessible in the Mass Appraisal menu in GNA. Like any other batch process, additional Copy to Year batch processes can be defined. These can be added to one or more Profiles and run from Govern.
To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 103-ma-bp-005 > Copy to Year.
  4. Select the Transaction tab.

If you are using the System Copy to Year batch process, the Transaction Type and Transaction Mode cannot be modified.
These are set to the following:

  • Sync: In synchronous batch processing, transactions are processed one after another in a sequence. If there are multiple steps in the process, one step is completed before the next begins.
  • Break If One Transaction Failed: The process terminates when a transaction fails. All the transactions that were completed are cancelled. All the computations are returned to the starting point.
NOTE: If you are creating one or more additional Copy to Year batch processes to run in Govern, these fields are enabled. However, because the batch process is designed to run in this Transaction Type and Mode, the settings are switched to Synchronous mode and Break If One Transaction Failed when you run the process, regardless of the user input.

You can add an e-mail and set up scheduling for this batch process.

Running the Copy to Year Batch Process

To run the System Copy to Year batch process:

  1. Launch GNA.
  2. Select Application Configurations > Mass Appraisal > Copy to Year.
  3. Select the year in the From drop-down list, for which the tables, constants, queries and shared expressions that you want to copy exist.
    Only the years from which data exist appear in the list.
  4. Enter the year to which you want to copy the data in the To parameter.If data already exist for that year, they will not be overwritten.
  5. Click the Run button to run the batch process.If you are using the batch process in Govern, you can set up a schedule on the form.

If you are running the batch process in Govern, you can set up a schedule to run it on a regular basis or at a future time.

Data Copied

The following data are copied from the selected year to the destination year during the batch process:

Mass Appraisal Tables

Lookup Groups
All tables with Lookup Group data including:

  • MA_LOOKUP_GROUP
  • MA_SHARED_LOOKUP_GROUP
  • MA_SHARED_LOOKUP_GROUP_INDEX
  • MA_SHARED_LOOKUP_GROUP_SET

MODIF_STAMP

  • MA_MODIF_STAMP

MA Parameter Tables

  • All tables beginning with MA_PARM

MA Tables

  • All tables listed in MA_TABLES

These tables contain parameters and definitions the Mass Appraisal modules.

User Validation Tables

All User Validation Tables that are:

  • Year based
  • One of the following table types.
    Regular
    Mass Appraisal
    Tax Billing

Queries, Constants, Shared Expressions

  • All Queries, Constants, and Shared Expressions that are year based.

See Also

Mass Appraisal Initialize Year

 

 

103-ma-bp-005

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MA – Initialize Year Batch Process

Mass Appraisal Initialize Year Batch Process

Overview

Run the Mass Initialize Year batch process in to order to copy Mass Appraisal data from one year to another year.
A typical use is to run this process once a year in order to copy data from the current fiscal year to the next. However, it could be run to copy data from any year in which data exist to any other year. If data already exist, they are not overwritten. For a list of the data that are copied, see Data Copied.

Documentation

To view this information in pdf format, click on the following link:
Initialize Year.pdf

Prerequisites

It is recommended to run the Copy to Year batch process before running the Initialize Year process. The Copy to Year process copies administrative parameters and tables to the year. The Initialize Year process copies the data.

Configuring the Initialize Year Batch Process

The Initialize Year is a System batch process. It is accessible in the Mass Appraisal menu in GNA. This batch process can be configured, like any other batch process. Additional Initialize Year batch processes can be defined. These can be added to one or more Profiles and run from Govern.
To configure the batch process:

  1. Launch GNA.
  2. Select Editors > Batch Process Definition Editor.
  3. Select 103-ma-bp-006 > Initialize Year.
  4. Select the Transaction tab.

Note: If you are using the System Initialize Year batch process, the Transaction Type and Transaction Mode cannot be modified.
These are set to the following:
Sync: In synchronous batch processing, transactions are processed one after another in a sequence. If there are multiple steps in the process, one step is completed before the next begins.
Break If One Transaction Failed: The process terminates when a transaction fails. All the transactions that were completed are cancelled. All the computations are returned to the starting point.

If you are creating one or more additional Initialize Year batch processes to run in Govern, these fields are enabled. However, because the batch process is designed to run in this Transaction Type and Mode, the settings are switched to Synchronous Mode and Break If One Transaction Failed when you run the process, regardless of the user input.

Regardless of whether you are running the System batch process or a user-defined process, you can add an e-mail and set up scheduling as for any other batch process. Refer to the Govern Scheduler documentation for details.

Running the Initialize Year Batch Process

To run the System Copy to Year batch process:

  1. Launch GNA.
  2. Select Application Configurations > Mass Appraisal > Initialize Year.
  3. Select the year in the From drop-down list, in which the data that you want to copy exist.
    Only the years from which data exist appear in the list.
  4. Enter the year to which you want to copy the data in the To parameter.
  5. Select the Delete destination data before the copy to overwrite the data that already exist in the destination year.
    Otherwise, if you do not select this option and data already exist for the destination year, they are not overwritten.
  6. Click the Run button to run the batch process.

If you are running the batch process in Govern, you can set up a schedule to run it on a regular basis or at a future time.
When you run the batch process, messages appear to indicate the number of records copied to the destination year and the number of records skipped.

Data Copied

Data from the following tables are copied from the selected year to the destination year during the batch process with the following exceptions:

Exceptions

The following exceptions apply:

Data Already Exist

If data already exist in the destination year for selected records, the records are skipped, unless the Delete data in destination year option is selected.

Field Exclusion

Fields specified in the Field Exclusion List are not copied.
To add fields to the Field Exclusion list:

  1. Launch GNA.
  2. Select Application Configurations > Field Exclusion.
  3. Click the Add button.
    A list of tables appears in the Table Name column.
  4. Select the applicable table.
    A list of columns appears in the Column Name column.
  5. Select the applicable column.
  6. Select Copy to Next Year to exclude the field from the Initialize Year process.
  7. Select Roll Forward to exclude the field from the Roll Forward process.
  8. Click Save.

Property Control Tables

  • PC_LEGAL_INFO
  • PC_AREA

Mass Appraisal Tables

  • MA_BLDG_AREA_YEAR
  • MA_BLDG_DRAWING
  • MA_BUILDINGS
  • MA_BUILDINGS_2 to 9
  • MA_CA_VAL_TRACKING
  • MA_INCOME
  • MA_INCOME_2 to 9
  • MA_INCOME_DETAIL
  • MA_LAND
  • MA_LAND_2 to 9
  • MA_LINKS_PERCENT
  • MA_LK_EXEMPTIONS
  • MA_LK_INC_FIELD
  • MA_MASTER
  • MA_MISC_STRUCTURES
  • MA_MRA
  • MA_MRA_2 to 9
  • MA_NY_AG MA_NY_CODE
  • MA_OVERRIDE *
  • MA_PA_LAND
  • MA_PA_LAND_DETAIL
  • MA_PA_SOIL_DETAIL
  • MA_SITE
  • MA_URAR_COMMENTS
  • MA_URAR_COST
  • MA_URAR_IMPROV
  • MA_URAR_NBHD
  • MA_URAR_PRIORSALES
  • MA_URAR_PUB
  • MA_URAR_RECONCIL
  • MA_URAR_SALECOMP
  • MA_URAR_SITE
  • MA_URAR_SUBJECT
  • MA_VALUES_TABLE
NOTE: *Overrides are not copied from MA_OVERRIDE if the Ending Year is earlier than the destination year.

 

 

103-ma-bp-006

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BP – Standard Attachments and File Transfer

Standard Batch Process – Attachments and File Transfer

Version 6.0

Overview

Batch programs can generate reports and files. It is possible to send these attachments by email and to specify the path where they will be copied.

Setting a Path

You can define a network or local path for saving the files and/or reports that are generated by the selected batch process. You can also enter an ftp address for these attachments.
This is useful for batch processes that generate an attachment, such as a csv or text file. For example, information about tax accounts with an overdue balance could be extracted from the database and copied to a csv file by a batch process.
You can specify the local or network path for this file and / or upload it directly to an ftp site where it can be made available to the bank.

106-install-security-UI-1.jpg

Copy Attachments to Path

Select Copy Attachments to Path if you want to copy the attachment to a specific folder on the network or server. Click the ellipsis button and enter the path to the server or network folder where you want to save the exported file.

  • For each batch definition, you can now specify the path and folder where the attachments (logs & output files) are to be copied.
  • IMPORTANT FOLDER SHARING: These folders need to be shared with Read/Write access granted to the users that will run the batch process AND to the server that hosts the Batch Scheduler Service. (To grant access to a server, use the format SERVERNAME$).
  • Ensure that you enter the path in UNC format.

NEW! Archive Folder

You can now specify a folder (local or network path) that will be used as a central location to archive the files that served either as input or output in a batch program execution. Optional feature that must be implemented in the batch (standard or custom) program.

The Archive Folder is set in Govern OpenForms General Settings (SY REGISTRY):

  • [Filter] Batch Process – [Section Name] Batch Process – [Key Name ] Archive Folder

FTP Address for Attachments

FTP Specification

The following data needs to be entered:FTP Address

  • Enter the address of the ftp server.

FTP Folder

  • Select the folder and any subfolders for the files.

User Name

  • Enter the user name for the ftp account

Password

  • Enter the password for the ftp account

Port

  • Enter the Port Number for ftp communications. The default is 21.

Timestamp

Select Add Timestamp if you want to add a timestamp to the file This is appended to the file name, using the following format: Filename_YYYY_MM_DD_HH-MM-SS.File Extension, where

  • Filename is the name of the file.
  • YYYY are the four digits reserved for the year.
  • MM are the two digits reserved for the month.
  • DD are the two digits reserved for the day.
    • HH are the two digits reserved for the hour. This uses the 24-hour clock format.
    • MM are the two digits reserved for the minutes.
    • SS are the two digits reserved for the seconds.

File Extension

The file extension can be any format supported by OS and ftp site. Csv and txt are typical.
Following is an example of a file generated by a batch process.
InvoiceCloudInvoiceReport_UB_2013-05-22_12-07-42.csv

 

 

100-bp-Attachments

 

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100-bp-Execution

Standard Batch Process – Execution & Connection

Version 6.0 and Version 6.1 (In Development)

Overview

The following explains the type and mode of batch executions.

Transaction Type

A Govern batch process can run synchronously or asynchronously.

Synch

In synchronous batch processing, transactions are processed one after another in a sequence.
If there are multiple steps in the process, one step is completed before the next begins.

Asynch

In asynchronous processing, multiple operations are started and run at the same time. As soon as one finishes, the next begins.
Multiple steps can run at the same time; for example, steps one, two, three, and four can all begin at the same time.
For long batch processes, using asynchronous batch processing can speed up the transaction time, because multiple computer operations or threads are processed at the same time compared to synchronous batch processing, where one operation has to finish before the next can begin.

IMPORTANT: If a batch process has multiple steps that need to be performed in order; for example, if the results of the first step are required for a calculation in the second step, use synchronous batch processing.

 

Connection Pool

You can define a Maximum Connection Pool Size for asynchronous batch processing in the addition to the general Connection Pool Size. You can also set a Connection time out for batch processes.
These parameters are defined on the Connection Key General Parameters Management form in GNA.

The Connection Pool is the number of connections that can be open on the server at the same time. Connections are required for the asynchronous batch processes. They are used by the threads to perform operations for batch processing. They are also required for all other Govern operations from all deployments in your organization.

The Connection Time Out refers to the length of time that a batch process executes a query before a time out occurs. The default is zero (0). This means that there is no time out.

Transaction Mode

Select one of the following transaction modes for the process.
Break If One Transaction Failed
The process terminates when the transaction fails.

Roll Back If One Transaction Failed
The process terminates when a transaction fails. All the transactions that were completed are cancelled. All the computations are returned to the starting point.

IMPORTANT: The roll back can take a long time to execute if the error occurred at the end of the process.

Continue If One Transaction Failed
The process continues to run even if a transaction fails.

 

 

100-bp-Execution

 

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Copy to Next Year Feature

Standard Feature – Copy to Next Year

Overview

The Copy to Next Year batch process is used to copy data from one year to the next. For example in the case of the Utility Billing (UB) module, the system will create the new Utility Billing Services and all related Codes from the current year displayed at the bottom of your screen to the year entered. Recent modifications expand the scope of the data that is copied from a source to a destination year.

Functionality

There are two (2) main modifications that have been made to the Copy to Year batch process. First for each Copy to Year Batch Process, the Govern system now copies the Constants, Shared Expressions, Queries, and the VT_USER from regular Workflows and Property Control. Secondly, in the Real Property Tax module; the Copy to Year functionality has been brought in line to match the same functionality that is found in the Mass Appraisal or Miscellaneous Billing, in order to be able to use the same batch process.
This batch process will duplicate data from the selected year to the target year, for the following tables:

  • All tables that are prefixed by TX_PARM_ and have the “YEAR_ID” column name
  • TX_MODIF_STAMP

In addition the process as of release 6.1.1803.0034 / 6.1.1804.0054, will copy data from the following…

  • (Table: VT_USER) of type Regular, Workflow and Property Control
  • (Table: USR_CONSTANT)
  • (Table: USR_QUERY)
  • (Table: USR_EXPRESSION)

User Interface

Selection Criteria group

From – Select the year that contains the data you want to copy in the From combo-box.
To – Enter the year to which you want to copy the data in the To text box.

NOTE: The To year must be greater than the From year.

Tables Not Related to Subsystems group

Delete destination data before copy – When the Delete destination data before the copy check box is selected, the batch will delete existing records for the target year. If this option is not selected, copied data will be appended to existing ones.

Deleting Data in the Destination Year

When selected, a confirmation window will be displayed, requesting whether you would like to delete the data in the destination year.

NOTE: Selecting Yes will not result in the immediate deletion of the destination year data. The data is only deleted upon initiation of the batch process.

Tax group

Delete destination data before copy – Select Delete destination data before the copy check box to delete existing records for the target year.

NOTE: This is a preexisting option; the functionality has not been modified.

Configuration

Govern New Administration (GNA)

In GNA this batch process is configured through the Batch Process Definition Editor form. Configuration parameters are standard for Govern batch processes.
For parameter details, refer to the Govern Batch Process Definition Editor documentation.

Documentation

103-tx-bp-105_Copy_Constant_to_Next_Year.pdf

 

 

101-std-fea-026

 

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Govern Standard Batch Programs

Govern Standard Module – Batch Processes

Overview

Batch processes are used to calculate and update multiple records at the same time, to post records to the General Ledger accounts, to delete records that are not posted, to apply pending amounts and penalties, to extract or compute amounts for a specific date, and to close a fiscal period or year. This page provides general information on batch processes that applies to all modules.

Prerequisites

  • Each batch process must be defined in GNA, Batch Process Editor.
  • It must be linked to a Profile and accessed through a Profile.
  • Access permissions must be provided by role and user.

Accessing the Batch Processes

To access a batch process:

  1. Launch Govern.
  2. Select Batch Process in the View menu if the Batch Processes explorer is not displayed.
  3. Open the Batch Processes explorer.
  4. Select the process that you want to view.
  5. Running Batch Processes
  6. Open the batch process and enter the optional and required information, such as selecting a deposit number or numbers, entering a range of dates or tax map numbers, selecting a department, subsystem, and cycle code. You can do any of the following:
  • Execute or run the process immediately.
  • Schedule the process to run at a later date or on a recurring basis, at regular intervals, such as daily, weekly, hourly, etc.
  • Create and save a schedule for a batch process. Then, deselect the Activate button until you are ready to put the schedule into place. Select Activate when you are ready to run the process at regular intervals.

For further details about running and scheduling batch processes, refer to the Govern Scheduler documentation.

General Guidelines

This section provides a few rules and tips about batch processes.

Optional Fields

If a field is optional, you can enter the required criteria or leave it blank to process all records that meet the other criteria on the form. For example, if a date field if optional, leave it blank to process records from all dates.

Fiscal Year

The Fiscal Year displayed in the Home menu in Govern Ribbon is not applicable to the batch processes. When the fiscal year is required for the batch process, you need to enter it on the batch process form. On some batch processes, you may need to enter an effective year or entry year as well as the fiscal year.

Posted Records

When you run the Account Receivable batch processes, records are saved to the following tables: AR_MASTER, A/R_SUMMARY, and AR_DETAIL.

Once A/R records are posted, they cannot be modified or deleted. Therefore, it is important to verify all records before posting them.

Deposit Management

Deposit Management is integrated with Accounts Receivable in Govern OpenForms. All Payment Data Entry transactions require a deposit number. Depending on the setup in GNA, the deposit numbers can be automatically-generated or you can create them manually in the Deposit Management form.

Viewing Reports and Verifying the Status of Batch Processes

When you run a batch processes in Govern, the status of the process is indicated by the progress bar. Green indicates success, yellow a warning, and red an error. Information, warning, and error messages are displayed below the bar.

If you click on a message, you can view it in a message box.

You can also click on the Copy button and copy all messages to a separate file.

Viewing Reports and Attachments

Reports and attachments can be linked to a batch process in GNA. For example, a csv file, containing information about accounts with an overdue balance, could be generated at the end of a batch process. A report could be generated as a pdf.

If a report or attachment has been generated by the batch process, you can view it by clicking the icon that appears beside the progress bar when the process is successfully completed.

NOTE: You can also view reports generated from scheduled batch processes in the Govern Scheduler. Refer to the Govern Scheduler documentation for details.

 

To view a report or attachment:

  1. Launch Govern and run the batch process.
  2. When the process is complete, a message is displayed on the progress bar in the Batch Processes Explorer.
  3. An attachment icon is displayed in the list box under the Progress Bar.
  4. Click on the Attachment icon .
  5. The report or attachment opens in the application in which it was created.

See Also

Govern Batch Scheduler and Installing the Batch Scheduler Service
General Batch Process OpenForms Standards (100-batchprocess)

 

 

101-std-fea-014

 

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