period end close for qad - amazon web services

Period End Close for QAD

Readme

Version 2.0

13/04/2020

Table of Contents

of 12

Table of Contents

1. Introduction .............................................................................................................. 3

1.1 Overview ........................................................................................................... 3

1.2 Common Use cases .......................................................................................... 3

2. Requirements & Prerequisites ................................................................................ 3

2.1 System Requirements ....................................................................................... 3

2.2 Prerequisites ..................................................................................................... 4 2.3 License Management ........................................................................................ 4 2.4 Security Measures ............................................................................................ 4

3. Getting Started ......................................................................................................... 4

3.1 Skill Matrix ........................................................................................................ 4

3.2 Installation Hierarchy ........................................................................................ 5 3.3 Quick Start ........................................................................................................ 5

3.3.1 Setup .......................................................................................................... 6 3.3.2 Configuration .............................................................................................. 6

4. Reports ..................................................................................................................... 8

5. Logs .......................................................................................................................... 8

6. Troubleshooting & Support .................................................................................... 9

6.1 Support ............................................................................................................. 9

6.2 FAQs ................................................................................................................. 9

Appendix A: Record of Changes ............................................................................... 10

Appendix B: Acronyms ............................................................................................... 11

Appendix C: References ............................................................................................. 12

Period End Close For QAD

of 12

1. Introduction

This document contains all essential information for the user to make full use of the Period End Close Bot. This manual includes a description of the functions and capabilities and step-by-step procedures for setup & configuration of the Bot.

1.1 Overview

For many organizations, the period end closing process has always been fraught with delays & longer reporting timescales. While finance teams spend significant time on the closing process, they are unable to focus on important tasks and high-value work that will drive the business forward and deliver results.

The period close process executed every month typically involves posting all GL transactions, checking and rectifying errors, performing exchange rate revaluations, closing sub modules, general ledger, and finally, generating the trial balance for export to any financial reporting application. Depending on the size and complexity of the company, this repetitive process has to be executed at the end of each period for every Database/Domain/Entity.

The BOT Developed by Thirdware automates this entire process in QAD

1.2 Common Use cases

The period close process executed every month typically involves posting all GL transactions, checking and rectifying errors, performing exchange rate revaluations, closing sub modules, general ledger, and finally, generating the trial balance for export to any financial reporting application.

2. Requirements & Prerequisites

2.1 System Requirements

The BOT can be run on a system which can access QAD SE application and does not need any specific system requirements


of 12

2.2 Prerequisites

Following software is required as pre-requisite for the BOT

Automation Anywhere Enterprise v11.3.3

QAD Enterprise Applications 2009 SE (User Role : Instructor)

Microsoft Excel 2010 or above

Zip application

2.3 License Management

Access code received through Email to be provided in Variable $ACCESS_CODE$ in Task

“QAD GL Close_MasterTask.atmx” before bot execution.

2.4 Security Measures

Valid License is required to run the BOT

Credentials are accessed from Credential Manager to ensure Unauthorized access

3. Getting Started

3.1 Skill Matrix

Following BOTs and its task/skill

QAD_GL_Close_MasterTask.atmx – This is a master bot validates Prerequisites and Creates necessary folder structure

QAD GL Close_SubTask.atmx – This task closes GL

Transaction_Post_SubTask.atmx - This task posts Transactions

MFG_PRO Other Modules close_SubTask.atmx - This task closes sub modules

Unposted_tranctions_ SubTask.atmx – This task checks for Unposted transactions and trigger Email to Users if necessary

Forex Evaluation_SubTask.atmx – This task does Forex Evaluation

Printing_Reports_SubTask.atmx – This task generates Reports


of 12

3.2 Installation Hierarchy

- Download the bot from Bot Store.

- Double click on Period End Close For QAD-Thirdware.msi and follow the installation instructions.

For first time users, the “Bot Store” folder is created under <AA Directory>/My Tasks (on your local disk).

Installer creates the following folder structure with content under the <AA Directory>

- <AA Directory> ⮚ My Tasks

▪ Bot Store ● QAD GL Close(Folder)

♦ My Task(Folder) ⮚ QAD_GL_Close_MasterTask.atmx ⮚ QAD GL Close_SubTask.atmx ⮚ Transaction_Post_SubTask.atmx ⮚ MFG_PRO Other Modules close_SubTask.atmx ⮚ Unposted_tranctions_ SubTask.atmx ⮚ Forex Evaluation_SubTask.atmx ⮚ SchedulingBot_ForeignReEvaluation_SubTask.atmx ⮚ Scheduled_ForeignReEvaluation.atmx ⮚ Printing_Reports_SubTask.atmx ⮚ SchedulingBot_Transaction_Export_SubTask.atmx ⮚ Scheduled_Transaction_Export_SubTask.atmx ⮚ GL_Calender Close_SubTask.atmx

♦ Error Folder ⮚ Logs (Folder) ⮚ Snapshots (Folder)

♦ Input Folder(Folder) ⮚ ConfigFile.csv ⮚ EntityList.xslx ⮚ VC_INPUT_PRD.xslx

⮚ My Scripts ▪ QAD GL Close

● Create Word.vbs ● FindDateTimeToSchedule.vbs ● KillProcess.vbs

⮚ My MetaBots ▪ LicenseValidator.mbot


of 12

3.3 Quick Start

- Download the bot from Bot Store.

- Double click on Period End Close For QAD-Thirdware.msi and follow the installation instructions.

For first time users, the “Bot Store” folder is created under <AA Directory>/My Tasks (on your local disk).

3.3.1 Setup

Please set up below configuration files in the appropriate path

- <AA Directory> ⮚ My Tasks

▪ Bot Store ● QAD GL Close(Folder)

♦ Input Folder(Folder) ⮚ ConfigFile.csv ⮚ EntityList.xslx ⮚ VC_INPUT_PRD.xslx

3.3.2 Configuration

1. General Config File (ConfigFile.csv)

Parameter Description

Input File Excel sheet path It fetches the input file from the given path.

QAD application path It helps to open the QAD application.

Email Read From Email ID of the sender

Email To Email ID to send the Execution mail, Output files.

Check unposted transactions It acts as a flag to check the unposted transactions Yes/No option,

Print Reports It acts as a flag to Print the reports. Yes/No option.

Wait time for Unposted Transactions Specifies the wait time for Loading the CIM file.

Wait time for Report Review Specifies the wait time for Reviewing the reports which are generated.

QAD GL Close Credential

QAD_Username : QAD Login Username fetched from credential vault.

QAD_Password : QAD Password fetched from credential.


of 12

2. EntityList (EntityList.xslx)

Column Description

Entity Name Provide the name of the Entity for which the GL close has to be performed.

Consolidated Entity Specify if the entity is consolidated entity, with a yes no flag.

3. Screen Setup (VC_INPUT_PRD.xslx)

Column Description

GL Calendar Maintenance QAD menu for finding the effective date range

Year From Year for which the QAD GL period belongs to.

Period Month for which the QAD GL close has to be performed.

Transaction Post (Date Range) QAD menu for Posting the transaction in the effective date range.

GL Calendar Update (Other Modules Close)

QAD menu for closing the Other MFG/PRO modules.

Unposted Transactions

Checking if any unposted transactions are present for the date range.

FOREX Evaluation

Adjustments for Foreign exchange rate currencies.

Trial Balance summary

Report generation of Trial Balance Summary

Balance Sheet

Report generation of Balance sheet

Income Statement

Report generation of Income Statement

Transaction Export

Exports the transactions to ASCII file

GL Calendar Maintenance (GL close)

Closes the final GL for the previous month.


of 12

4. Reports

There are three reports are downloaded (in AA Directory\My Docs\QAD GL Close\Output) and sent to Users via Email. They are,

1. Trial Balance Summary 2. Balance sheet 3. Income Statement

5. Logs

Error folder contains the below hierarchy.

Error Folder

o Logs

Error Logs Month-Day-Year.txt: In case of any error, this file logs error message along with time stamp.

o Snapshots

Error Snap Month- Day-Year.png: In case of any error, this file captures screenshot of error.

- Task Status of bot is set to “failed” in case of error.


of 12

6. Troubleshooting & Support

6.1 Support

Do you need any support to configure or running of the BOT?

Kinjal Dangeria ([email protected])

+91-98695 14283

6.2 FAQs

mailto:[email protected]


of 12

Appendix A: Record of Changes

No. Version Number Date of Change Author Notes

1 1.0 October 20, 2019 Edison J Base version

2 2.0 April 13, 2020 Gugesh Shankar Updated with user role


of 12

Appendix B: Acronyms

No. Acronym Description

1 GL General Ledger

2 AA Automation Anywhere


of 12

Appendix C: References

No. Topic Reference Link

1 How to Create a Credential in Credential Vault?

Click here

https://docs.automationanywhere.com/bundle/enterprise-v11.3/page/enterprise/topics/control-room/bots/credentials/create-a-credential.html

period end close for qad - amazon web services

Documents