The client is where you configure the staging to use different Aico document templates, mappings (between the staging data fields and the Aico document headers and rows) as well as where to send the Aico documents in the workflow.  Once the client is configured, you can then send batches of data through the API to the client from which the staging service will create the Aico documents.

For example, a client might wish to not import any documents from a given batch, if even a single document fails the Aico validation of the document. Later the client can re-send all the documents in the batch once the source data has been fixed in the source system.

Another example would be that all documents in a batch should be saved into Aico as documents even if they have validation errors, and users are expected to fix the data in the Aico documents.

Follow the steps below to set up a Client: 

Set the Details 

1. Go to Staging - Clients and select Add New
2. Complete the details page
   
   
   1. Name - Set a unique name for the client.
   2. Contact emails - Set a csv list of email addresses who should be notified when a batch sent to the client goes into error.
   3. Active - When the client is not active the staging service that generates the Aico documents will not consider any batches sent to the client.
   4. Invalid documents allowed - When invalid documents are allowed then the staging service will save Aico documents even though they fail the validations set on the staging import validation tasks.
   5. Retry allowed - When the batch goes into error and retry is allowed then it is possible to retry the staging process on the original batch data once the error has been corrected.  If retry is not allowed then the batch must be resubmitted once the error has been corrected.
   6. Default currency - Where the currency code header in the Aico document is either not mapped or empty, it will use the default currency set here.
   7. Default document template - Where the document template header in the Aico document is either not mapped or empty, it will use the default document template set here.

Default target workflow phase - The staging service will automatically send the created documents to the workflow phase set in the target workflow phase header e.g. preparation, approval etc. Where the target workflow phase header is either not set or empty, it will use the default target workflow phase set here.

Set the Mappings

The mappings determine which staging fields are mapped into which headers and rows of the Aico document template(s).  It is possible to use multiple Aico documents templates within a single staging client however it may be simpler to have separate clients when creating documents with multiple templates. 

The staging API offers 40 text fields, 10 integers, 10 decimals, 10 date/time and 10 Boolean for both Headers and Rows i.e. 40 text headers AND 40 text rows etc.  Each of these has a generic name Text01, Text02, Integer01, Integer02, DateTime01 etc. 

In the mapping you select a staging field e.g. (Header) Text01 and select which Aico document header this should be mapped to e.g. (Header) documentType. 

Note: there are fewer staging fields than are available in the Aico document templates.  This is intentional to keep the interface simpler as the vast majority of headers and rows are set automatically by the Aico document template configuration (formulas, tasks etc.) 

1. Go to the Mapping tab in the Client and select Add new.
2. On the general tab, select the field type (header or row) and the field you want to map e.g. Text01 or Decimal01.
   

3. Move to the mappings tab and press Add new.
4. Select the document template and then the corresponding header or row column.
    

You can add mappings for more than one document template for the same staging header or row however you can only add ONE mapping for each template e.g. Text04 can be mapped to Document Type for JOURNALSAP and Document Name for JOURNALSAP2

Note: You do not need to map either the company code or the Aico document template to TextXX headers, there are dedicated fields in the API in which set those values.