Example 16
Type: Advanced Process Workflow
Department: Finance
Learning Objectives
Deadline Time:
You can specify the time when a To-Do shall be completed under Deadline Time.
Modify allowed by (when not open):
Open To-Dos are assigned to specific employees with authority to work on open To-Dos.
Business Process “Monthly Account Statements”:
Monthly Account Statement are finished by the finance team. In order to complete these, orders of the Purchase Manager, Sales of the Sales Manager and production orders of the Production Manager have to be finalized first. Once this has been done, the Warehouse Manager can execute a stocktake. The accountant then can prepare the process of payment and close the debtor´s file. Following this, the Sales Manager draws up a sales report in order that the Finance Team is able to complete the monthly account statements. If a New Fiscal Year starts, the Yearly Financial Statements will be appointed and the fiscal year and income statement will be closed additionally.
Aptean Advanced Workflow Setup
Reference Type
No.: 50 (Accounting Period)
Editing Page ID: 100 (Accounting Period)
Buffer Time on Function Call Server: 10 Seconds
Automatic Workflows: Yes
Keyword Definitions
Keyword Definitions Line 1
Table ID: 50 (Accounting Period)
Field ID: 1 (Starting Date)
Tick all Use Fields
To-Do Template
| To-Do Template 1 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD010 Description: Finalize Purchase Receips and Inovices |
|---|---|
| WHO | Employee Code: BD Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration : 1D Deadline Time: 12:00 |
| WHAT | Type: Manual Completion |
| To-Do Template 2 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD020 Description: Finalize Sales Shimpments and Invoices |
|---|---|
| WHO | Employee Code: PS Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration : 1D Deadline Time: 12:00 |
| WHAT | Type: Manual Completion |
| To-Do Template 3 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD030 Description: Finalize Production Journals |
|---|---|
| WHO | Employee Code: RL Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration : 1D Deadline Time: 12:00 |
| WHAT | Type: Manual Completion |
To-Do Group Template
Reference Type No.: 50 (Accounting Period)
Code: WF160-TG010
Description: Pre Stocktake Tasks
To-Do Group Line 1
Type: To-Do
Code: WF160-TD010
To-Do Group Line 2
Type: To-Do
Code: WF160-TD020
To-Do Group Line 3
Type: To-Do
Code: WF160-TD030
| To-Do Template 4 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD040 Description: Payment Run |
|---|---|
| WHO | Employee Code: GS Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF160-TD010 Source Field: 5128414 (End Date Planned) Duration : 1D Deadline Time: 15:00 |
| WHAT | Type: Manual Completion |
| To-Do Template 5 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD050 Description: Costumer Statements |
|---|---|
| WHO | Employee Code: GS Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF160-TD020 Source Field: 5128414 (End Date Planned) Duration : 1T Deadline Time: 15:00 |
| WHAT | Type: Manual Completion |
| To-Do Template 6 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD060 Description: Stocktake |
|---|---|
| WHO | Employee Code: DK Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Group Source Code: WF160-TD010 Source Field: 51(End Date Planned) Duration : 1D Deadline Time: 17:00 |
| WHAT | Type: Manual Completion |
To-Do Group Template
Reference Type No.: 50 (Accounting Period)
Code: WF160-TG020
Description: Department EOM Tasks
To-Do Group Line 1
Type: To-Do Group
Code: WF160-TG010
To-Do Group Line 2
Type: To-Do
Code: WF160-TD040
To-Do Group Line 3
Type: To-Do
Code: WF160-TD050
To-Do Group Line 4
Type: To-Do
Code: WF160-TD060
| To-Do Template 7 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD070 DescriptionChange Allowed Posting Dates |
|---|---|
| WHO | Employee Code: HA Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Group Source Code: WF160-TD020 Duration : 1D |
| WHAT | Type: Manual Completion |
| To-Do Template 8 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD080 Description: EOM Sales Report |
|---|---|
| WHO | Team Code:PS Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF160-TD070 Source Field: 51(End Date Planned) Duration : 3D Urgency: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 9 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD090 Description: Monthly Account Statement |
|---|---|
| WHO | Team Code:Finance Modify allowed by (when not open): Administrator |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF160-TD070 Source Field: 51(End Date Planned) Duration : 3D Urgency: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 10 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD100 Description: Yearly Account Statement |
|---|---|
| WHO | Team Code:Finance Modify allowed by (when not open): Administrator |
| WHY | Activation Code: WF160-C010 |
| WHEN | Source Type: To-Do Source Code: WF160-TD090 Duration : 1M Urgency: -7D |
| WHAT | Type: Manual Completion |
Activation Condition
Table ID: 50 (Accounting Period)
Code: WF160-C010
Description: New Fiscal Year
Type: Activation
Condition Line 1
Active: Yes
Type: Field
Table ID: 50 (Accounting Period)
Field ID: 3 (New Fiscal Year)
Filter: Yes
| To-Do Template 11 | Reference Type No.: 50 (Accounting Period) Code: WF160-TD110 DescriptionClose Fiscal Year and Income Statement |
|---|---|
| WHO | Team Code:Finance Modify allowed by (when not open): Administrator |
| WHY | Activation Code: WF160-C010 |
| WHEN | Source Type: To-Do Source Code: WF160-TD100 Duration : 1D |
| WHAT | Type: Manual Completion |
Workflow Template
Reference Type No.: 50 (Accounting Period)
Code: WF160
Description: EOM-EOY Workflow
Use Condition: WF160-C020
More Options -> Navigate -> Use Conditions
Condition
Table ID: 50 (Accounting Period)
Code: WF160-C020
Description: New Month
Type: Workflow Use Condition
Condition Line 1
Active: Yes
Table ID: 50 (Accounting Period)
Field ID: 1 (Starting Date)
Filter: >01.01.10
Workflow Line 1
Type: To-Do Group
Code: WF160-TG020
Workflow Line 2
Type: To-Do
Code: WF160-TD070
Workflow Line 3
Type: To-Do
Code: WF160-TD080
Workflow Line 4
Type: To-Do
Code: WF160-TD090
Workflow Line 5
Type: To-Do
Code: WF160-TD100
Workflow Line 6
Type: To-Do
Code: WF160-TD110