Using Automatic Auto Charge

Overview

This feature is used to automate the existing auto-charge functionality.

Settings in System Data

Before you begin using the automatic auto-charge process, some setup is required in the System Data module.

Job Queue Setup

Pop-up window launched from [Job Queues] button on System Options screen; standard Treeview path: System > Setup > System Options – General tab

In the General tab of the System Options screen, the pop-up launched from the [Job Queue] button is used to enable the job queue which will run the auto-charge process. Locate the "Automatic Process for EC Auto Charge" job in the Job Queue column and check the 'Enabled' box on that job's row.

NOTE: Enabling this job queue will run the auto charge-out process for a company which has the 'Automatic Auto Charge' box checked on the Automatic Auto Charge Process tab of the Equipment Control File, which discussed in more detail below.

The default setup for run duration is:

FREQ=WEEKLY; BYDAY=MON; BYHOUR=23; BYMINUTE=0; BYSECOND=0

As per the default interval, automatic auto charge out process will run weekly every Monday at 23:00 HRS.

Sender Email Setup

The sender email setup is also located on the General tab of the System Options screen. The [Alert Settings] button is used to launch a pop-up window where the sender's email address can be entered for the email notifications sent out by the system. The sender address is entered in the Default E-mail Account field located in the Email Setting section of the pop-up window.

NOTE: The recipient's e-mail address is specified in the Recipients Email field on the Automatic Auto Charge Process tab of the Equipment Control File, which is discussed in more detail below.

Process

If using regular auto-charge process for weekly job queue scheduled, transactions will be created for a duration of 5 days ending on the date of job queue run. If using 28 day auto-charge process, transactions will be created from last charge date until the date of job queue run. In case of failure, user must process auto-charge out manually.

Regular Auto-Charge Process

The following example shows automatic auto-charge out process when a company is using the regular auto-charge process.

Pgm: EMCTRL – Equipment Costing Control File; standard Treeview path: Equipment Costing > Setup > Local Tables > Control – Automatic Auto Charge Process tab

Check the 'Automatic Auto Charge' checkbox located on the Automatic Auto Charge Process tab of the Equipment Control File to indicate that the specified company will be using the automatic process for equipment auto-charge out. Auto-charge out transactions will be created for the company in the weekly job queue process.

In this example, we will check the 'Post Automatic Auto Charge' checkbox, which indicates that the transaction created from the automatic routine will be posted. Users can review the posting report from the Print Posting Reports screen.

Enter an email address in the Recipients Email field. An email will be sent out to recipient(s) based on the process outcome. If multiple recipients are entered in this field, a semi-colon must be used to separate the email addresses.

Equipment Costing – Posting Report

Equipment CNT5001, CNT5002, and CNT5003 is moved to job location as per the highlighted dates.

An e-mail notification is sent to recipients when job queue runs on the scheduled time. As ‘Post Automatic Charge out’ is checked, batch created by automatic process is posted automatically.

Pgm: SYSRUN – Print Posting Reports; standard Treeview path: Equipment Costing > Utilities > Print Posting Reports

Automatic auto charge is processed for a week as per the standard auto charge out functionality.

NOTE: Routine under this example only process automatic auto charge out for a week. FREQ=WEEKLY; BYDAY=THU; BYHOUR=14; BYMINUTE=30; BYSECOND=0; as per the interval, auto charge process will run automatically weekly every Thursday at 14:30:00 HRS.

Equipment Costing – Posting Report

28 Day Auto-Charge Process

The following example shows automatic auto-charge out process when a company is using the 28 day auto charge cycle.

Pgm: EMCTRL – Equipment Costing Control File; standard Treeview path: Equipment Costing > Setup > Local Tables > Control – Automatic Auto Charge Process tab

In this example, we will leave the 'Post Automatic Auto Charge' checkbox unchecked, which indicates an unposted transaction batch is created and the batch must be manually posted.

Pgm: EMCTRL – Equipment Costing Control File; standard Treeview path: Equipment Costing > Setup > Local Tables > Control – Charge/Reconciliation tab

The 'Use Auto Charge Cycle' checkbox is checked on the Charge/Reconciliation tab of the Equipment Control File and related field have been completed for the 28 day auto charge cycle.

Equipment Costing – Posting Report

Equipment CNT7001, CNT7002, CNT7003 is transferred to job location on 1st, 2nd and 3rd of October 2022, respectively.

Automatic auto charge process runs as per the job queue schedule.

Pgm: EMCHGQRY – Charge Out Review Transactions

An unposted batch exists in Review Transactions screen.

Transaction batch is created and is ready to be posted manually by user. Using 28 day cycle, the system uses From Date as the large charge date on equipment and To Date as the job queue run date.

Pgm: EMPST – Pop-up window launched from [Post] button

The batch is posted manually.

Equipment Costing – Posting Report