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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