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Getting started with Aico
- Logging into Aico for the First Time
- Creating your first journal
- Creating your first request
- Creating your first payment
- Creating your first Intercompany Invoice
- Working with Closing Tasks
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Working with Journals
- An overview of Aico journals
- How to create a manual journal
- Create a journal by copying existing journals
- Import new journals from Excel
- How to import multiple journals from one Excel spreadsheet
- What are recurring journal entries?
- How to create Recurring Duplicate Journal entries
- How to create Recurring Allocation journal entries
- Create recurring journals with automatic reversals
- Reversing documents
- Import data to existing journals
- Working with Reconciliations
- Universal Settings
- Dashboards
- Closing Tasks
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System Manager
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Users and User Groups
- Overview of Users and User Groups
- Add user accounts
- Edit user account data
- Manage user groups
- Manage user roles
- Copying roles at the company level
- Copy user roles from individual users
- Create a user report
- Manage administrative user rights
- Super user mode
- Additional super user global admin rights
- User and User group export and import
- Value sets
- Currency Amount Groups
- Mail notifications
- Tax codes
- Maintenance
- Periods
- Companies
- Archiving
- Managing PDFs
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Users and User Groups
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Automation Manager
- Introducing Automation Manager
- Core Set Up
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Task Templates
- Introducing task templates
- Creating task template details
- The Aico Document
- Aico document headers
- Preparer and Approver workflow settings
- Overriding parameters at a company level
- Master data export and import
- Set a custom schedule
- Dependent tasks in Aico
- How to use Smart tags in Aico
- How to add an attachment to a task template
- How to create a preparer start time
- Cross company dependent tasks
- Related link types
- Task Generation
- Companies
- Administrative tasks
- Staging API
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Aico Announcements
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Announcements
- NEW: Journal Entry Automation Deep Dive
- Aico Skills Lab: Journal Entry Configurations Tricks & Tips (Rescheduled)
- NEW: Aico Skills Lab Tips & tricks for Aico Journal Entries configuration
- NEW: Account Reconciliation Skills Lab Exclusively for Super Users!
- Public holiday dates 2024: Aico Support Unavailable.
- NEW: Software Release Presentation: Enhancing User Experience 24.1
- Public holiday dates 2023: Aico Support Unavailable.
- Release notes
- Maintenance Schedule
- Support Alerts
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Announcements
- Aico Reviews
How to attach a file from a file share to a closing task
Modified on Wed, 8 Jan at 10:36 AM
This article covers:
Aico’s Closing Task solution allows users to import and attach files of any type to a closing task. This functionality supports all file formats such as PDF, XML, XLSX and CSV enabling users to efficiently manage and analyse data during the financial close process.
These reports are saved in designated locations—such as SFTP servers, Windows network shares or the file upload area within Aico itself—where Aico can pick them up and read them into the respective closing tasks.
For XLSX and CSV formats, Aico offers an additional capability. Using an import template, Aico can read data from these files and convert them into journal entries. For more details, refer to the following articles on how to set up an import template to extract Excel data.
Setting Up File Attachments
The setup process involves four key steps, the first three of which are managed by Aico’s Delivery team:
1. Define a file location:
Agree on a file location, typically an SFTP server provided by the customer, where reports will be stored. Aico’s Delivery team will need the customer’s IT team to set up the SFTP server and provide the necessary login credentials.
2. Establish naming conventions:
Determine a consistent naming convention for the files. This usually includes the report name, company code and period, and ensures Aico can identify the correct report for each task.
3. Configure an Aico document template:
Create and configure an Aico document template that integrates with the SFTP server and recognises the agreed naming convention to locate and read the appropriate report.
4. Set Up Automation Manager Tasks:
Configure Automation manager tasks to retrieve the correct reports and attach them to the Aico document tasks.
Setting up the Automation manager task
Once the infrastructure is in place then the customer administrator will follow the steps below to set up the Automation Manager task which will define which report to retrieve, when and to whom it should be sent:
1. Create a manual workflow task:
Use the Manual workflow task type to configure the basic settings, such as Preparer, Approver and due dates. Refer to the article entitled How to set up a manual task for step-by-step instructions.
2. Assign an Aico document template:
Set the newly created Aico document template in the task settings.
3. Set the report name and file extension:
Once the document template is assigned, headers will appear, allowing you to specify the report name and file extension for retrieval. Hidden within the template configuration is a formula that combines your selections to generate the complete file name.
4. Automate file naming for future periods:
Using the values set in the Report name and File Extension above, Aico automatically prefixes the file name with the company code and appends the period number as a suffix, using corresponding headers in the Aico document. This dynamic naming ensures that when tasks are generated for subsequent periods or different company codes, the correct file name is automatically recognised without requiring manual updates. The resulting document will appear as follows:
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