Automated Tasks

While most actions require manual intervention, others are automated through scripts scheduled at specific times. Scripted tasks include managing employees, checking invoices, cancelling rejected requests, processing billing accounts, and managing expired business contracts. Familiarize yourself with the scripts and their schedules.

This page is still under development as the support team makes changes to the scripts.

Script Schedules

• Define Update: Mon-Fri 1:00 AM

• Manage Employees: Sat 2:00 AM

• Cancel Rejected Requests: Mon-Fri 12:00 AM

• Expired Business Contracts: Mon 8:00 PM

• Warning Business Contracts: Mon 8:00 PM

• Process Accounts: Weekly on Sun 1:00 AM

• Manage Billing Users: Weekly on Sun 2:00 AM

• Process Bills: Sundays 1:00 AM

What Scripts Run, on What Schedule, and What Do They Update?

Core

• Define Update

  • Checks all invoices. If the invoice has a DEFINE Document ID, the system gets the check date, check number, and approval date from DEFINE.

  • For payment invoices, if there is a check date and number, the system checks for an approval date. If there is an approval date and the invoice has not been set as approved yet, the system sets the invoice as approved. The invoice must have met all three criteria to be moved to approved. The invoice is then updated with the check date, check number, and approval date.

  • If the invoice is a non-payment type (Encumbrance, FBL, Deposits, Business Contracts, IDT Corrections, Contracts), the system only checks for an approval date before updating to approved. All but IDT Corrections also have a manual approval.

  • In PROD (the Production environment) - Runs Monday-Friday at 1:00 AM.

• Manage Employees

  • Removes Staff status for terminated employees and adds Staff status for new employees. If the employee is no longer at the University or no longer part of a department in the table, the employee is deactivated. Otherwise, if the system finds a department for the employee, they are activated with Staff status. This script also updates the employee’s primary department.

  • In PROD - Runs Saturday at 2:00 AM.

• Cancel Rejected Requests

  • Cancels all rejected invoices after 45 days by updating their status to cancelled.

  • In PROD - Runs Monday-Friday at 12:00 AM.

Invoice

• Expired Business Contracts

  • Sets any business contract not already expired, cancelled, rejected, or in review to expired if the expiration date is before or equal to today's date.

  • In PROD - Runs Monday 8:00 PM.

• Warning Business Contracts

  • Sends a warning email when a Business Contract is within 60 days of expiring of when the script runs. Runs weekly, so it emails about any business contracts that hit the 60-day warning period in that week. Excludes expired contracts or contracts in review/rejected/cancelled status.

  • In PROD - Runs Monday 8:00 PM.

Billing

• Process Accounts

  • Checks if an account is active/inactive and then updates the Unit Code/Subunit Code if active. The system gets this information from IQ. If an account is inactive in IQ, the system sets it to inactive and adds it to an email that goes out to the admins. If an account is active, the system updates the Unit Code and/or Subunit Code. Modified date is recorded for both.

  • Should run before Billing Auth.

  • In PROD – Runs Sunday at 1:00 AM.

• Billing Auth - Manage Billing Users

  • Adds users to active accounts based on their Unit Codes/Subunit Codes. If an account does not have a Unit Code/Subunit Code, no users can be added to it. The system checks both the department assigned to the user based on their main department and any departments assigned to them through Additional Billing Departments.

  • Should run after Process Accounts.

  • In PROD - Runs Sunday at 2:00 AM.

• Process Bills

  • Bills with a status of 'Submitted' will be added to a dataset sent to the Mainframe for processing in DEFINE.

  • Currently in PROD - Runs Sunday at 1:00 AM.