Background: GL Register Scheduler

Use the GL Register Scheduler (GJJOB) program to set options for running general ledger registers automatically with the Job Schedule Maintenance (JOBS). See Road Map for work flow.

Registers with the Allow automatic scheduling? option selected in Systems Options Maintenance (XM) GL Journal Options can be scheduled to launch automatically at a certain time and date using the Job Schedule Maintenance (JOBS) program. Some registers, such as those that require you to create a batch and update after transactions are entered, cannot be scheduled.

After registers run, an email notification is sent to each register's designated email recipient with the following information:

  • Date and time the register was run

  • Register name (e.g., MJC, WIPJ)

  • Batch ID

  • Journal

  • Status

  • Message

Use the Scheduled Register Log Inquiry (GJLQ) program to view registers and to whom the results were emailed.

How to Automate GL Registers

Refer to these headings:

Set GL Register Scheduler Options
Set Up a Job Stream for Registers
Set GL Journal Options

Set GL Register Scheduler Options

  1. Run the GL Register Scheduler (GJJOB) program. Optionally run Program Options Maintenance (XROPT) to create different sets of GJJOB options (e.g., if batch range ID selections are used or if different people are to be notified of different registers).

  2. Set Selection options:

    Branch or branch grp—Select the branch or branch group if you want to limit the transactions to one or more branches. Set the group to *E to include all branches.

    Org or org group—Select the org or org group if you want to limit financial transactions to one or more organizations. Set to your consolidated org group (example: **0) from Organization Groups Maintenance (TOGM) to include all organizations.

    Batch ID—Enter a range of batch IDs if you want to limit the scheduling of certain batches. If you want some to be automated, but others to be left for manual processing, the batch IDs may be assigned accordingly.

  3. Set Program options:

    Default user ID—Select the default user ID (the person who might typically run these registers in manual mode). The program uses this user ID if new batch IDs are created and the batch setup (XBC) includes INIT (user initials) as part of the batch ID.

    Default branch—Select the default (login) branch. If new batches are created and the batch ID is constructed using a branch code, the program uses this branch.

    Output device for email notification—The program sends the register results to the user ID specified for each journal in XM GL Journal options. This option specifies what device to use for that email notification so you can control its output (pdf attachment, csv attachment, or html output). This device must be an email device in XDM.

Set Up a Job Stream for Registers

Use the Job Schedule Maintenance (JOBS) program to set up a job stream name and the scheduling frequency.

  1. Run Job Schedule Maintenance (JOBS). Click Add.

  2. Enter a Job stream name. Example: Register

  3. Enter the Report description. Example: Register automation

  4. Select the days you want to start the process.

    If you want to set up multiple frequencies, you can set up a job stream called DAILY for example and select to run it each day, and one called WEEKLY and select to run it only on Friday or Saturday.

  5. Enter the Start time.

  6. Click the List Jobs button. Click Add.

  7. Accept the sequence number and enter a report description.

  8. Click Job Options button.

  9. Scroll down to select and highlight the GJJOB options you saved, and then click the Job stream button to add these options to the job stream.

  10. Click OK to save the sequence. Add additional sequences or click Exit.

  11. Click OK to save the job stream.

Set XM GL Journal Options

Use XM System Options Maintenance (GL Journal Options) to select registers for an automatic run and assign the job stream name.

  1. Run XM System Options Maintenance. Select GL Journal Options.

  2. Select the register to be scheduled for an automatic run.

  3. Select Allow automatic scheduling?.
    If a register is restricted from automation, the Allow automatic scheduling? option is inactive.

  4. Select a User ID for email notification.
    The user ID must have a valid email address in User Maintenance (UIM). The program sends to this address the register activity log showing any issues or the successful completion of the register.

  5. Select the Job stream name.
    The selected name, created in JOBS, links this register to the frequency/days run settings.

  6. (Optional) Create new batch?
    If the register is one that is batch-controlled, where new transactions can be automatically added to a batch, select this option if you want the process to create that batch and add any new transactions to it. If not selected, the scheduler just processes batches that already exist.

    If you want more control over what transactions are updated, create the batches first, add the transactions to it and do not select this option. The only transactions that will be updated are the ones you have already selected.

  7. (Optional) From trans date and To trans date
    Enter a range of transaction dates that you want to include and update on the register. For example, you can enter dates of blank (01/01/1900) to Y (yesterday) if you want to exclude today’s transactions.

    It is not recommended to enter and save actual dates. If any dates are set, they should be date codes (T - today, Y - Yesterday, EOM – end of month).

  8. Click the Register options button.
    Set the options for the way you want the register to print, including specifying the output device you want to use for both preview and final copies.

    It is recommended that the registers be sent to a reserved spooler, or emailed to a user, rather than using a physical printer device (to avoid errors like an offline printer or a paper jam). If using a spooler, it should be checked periodically to prevent a spooler full error.