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Processes

Modified on Mon, 06 Feb 2023 at 02:37 PM

Processes in Automation manager are mainly used to group tasks together. For example, using them to group account reconciliation tasks together, or to group closing tasks together. 

This article deals with their uses and how to set up processes and connect them with tasks.


An overview of Automation Manager Process Uses

How to set up processes

To maintain an existing Process

Connect the process to a Company


An overview of Automation Manager Process Uses

Processes are used to group together tasks for the purposes of:

1. Limiting tasks to only certain companies. For example, only the holding companies can perform tasks from the holding process. This prevents any holding task from being set in any company where the holding Process is not connected to that company. 

2. Maintaining the master data in a logical grouping. For example, all general ledger-associated tasks are logically maintained together. 

3. Controlling Automation manager main user (regional admins) access rights. For example, limiting a main user to only being able to administer master data for a particular process and/or company.

4. Limiting the number of downloaded tasks when exporting tasks to excel for mass maintenance. For example, if you only want to maintain the Holding company tasks.

Below is an example of possible processes. Many Aico users will simply set up closing and account reconciliation as their two processes and keep it very simple. However, it is possible to go to the next level of detail, which is demonstrated in the table below.

Note: If you have multiple SAPs for account reconciliation, creating a separate process for each SAP is strongly recommended as each is likely to have a separate chart of accounts.

Process

Aico Process

Companies

General Ledger

Closing

All

HQ

Closing

Only HQ companies

Holding

Closing

Only holding companies

Retail

Closing

Only retail companies

Factories

Closing

Only factories

Account Reconciliation

Account Reconciliation

All

Administrative

Archiving, Force Completion

All

How to set up processes

Many customers will not necessarily add any new processes, but it is possible to do so.

To set up a new process, complete the following steps:

1. Select Admin Tools

2. Click on Processes

3. Select New in the top left of the next screen.

     Add a code and a Name and Save on the screen that follows, as below:

To maintain an existing Process:

1. Select Admin Tools

2. Click on Processes

    Click on an existing process

Connect the process to a Company

1. Select Manage

2. Choose Companies

3. Click on Select a Company

This will open on the Details tab (4).

Click in the Processes box (5) and select the new process to link to a Company. Click anywhere in the white space of the Processes box to get the drop-down menu. (6)

It will now be possible to create Tasks and assign them to this process. Please note a task can only be set for the Companies to which the process is connected.



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