If you prefer watching videos over reading blogs, here is a video tutorial about creating this BOT script from our ERPAG ACADEMY YouTube channel: https://youtu.be/MpteglmF1PM
Creating a Recurring Utility Bill Process
This document outlines the process for setting up a recurring utility bill using bot scripts. It involves creating custom fields, configuring utility bill items, adding suppliers, and setting up automation scripts to facilitate the process efficiently. Follow the steps below to successfully complete the setup.
Step 1
Initiate the process by creating two new custom fields under the Utility Bill category.
Step 2
Select the Utility Bill category and proceed to create the new custom fields in this section.
Step 3
Create a field named “Recurring Bill Master.” Set its type to List, with options “No” and “MTS” to serve as the template for the Utility Bill. Set the default value to “No” and ensure the status is set to Active.
Step 4
Add another field named “Recurring Bill Clone.” This should also be a List with the same options.
Step 5
Ensure the default value is “No” and the status is set to Read Only. Save the changes, then navigate to the Inventory and Products section to create two items.
Step 6
Under the Bill Item category, create the first item named “Monthly Subscription Fee.”
Step 7
In the Expense Account section, select “Utilities.” Create another Bill Item with a similar setup.
Step 8
Name the second item “Monthly Phone Payment.” Assign it to the “Utilities” category for uniformity in this demonstration.
Step 9
Save your progress.
Step 10
Proceed to the Suppliers section, add a new supplier named “MTS,” and assign them the items “Monthly Phone Payment” and “Monthly Subscription Fee” that you just created.
Step 11
Set the price for “Monthly Phone Payment” to thirty and for “Monthly Subscription Fee” to fifty. Save these details.
Step 12
Navigate to the Purchasing Utility Bills section to create a Master Utility Bill.
Step 13
Select the Supplier “MTS” and input the rates.
Step 14
Set rates for “Monthly Phone Payment” as four and “Monthly Subscription Fee” as three. In the Custom Fields section, select the template for the “Recurring Bill Master” field. This field is read-only.
Step 15
Save your progress. Verify the Supplier details, rates, and ensure “Recurring Bill Master” is set to “No” while “Recurring Bill Clone” is set to “MTS.”
Step 16
Create a bot script under the Automation, Customization section. Name it “Recurring Bill MTS.”
Step 17
Save the bot script. Initialize the first variable under the name “Utility Bill Template Name.”
Step 18
This variable will store the selected template names. Before proceeding, import the Utility Bills database and select “Recurring Bill Master” from Utility Bills.
Step 19
This is our custom field, and select the “MTS” template. Subsequently, create a variable named “Master Utility Bill ID” in your bot script.
Step 20
Utilize this variable to find the first Utility Bill according to the specified criteria.
Step 21
Continue to refine the criterion.
Step 22
Complete the setup.
Step 23
Ensure the “Recurring Bill Master” Custom Field matches the “Utility Bill Template Name” variable, finalizing the setup of the bot script.
Master Utility Bill Process
This document outlines the process of handling a master utility bill. It covers steps from checking the master utility bill ID to creating necessary date variables for the utility bill. Each step is designed to ensure accurate processing and tracking of the utility bill lifecycle.
Step 1
Verify whether the master utility bill ID is present in your bot script.
Step 2
Log the master utility bill ID for record-keeping.
Step 3
Once the master utility bill ID is confirmed, create a conditional block to verify its existence.
Step 4
If the master utility bill ID is not empty, proceed with execution of the bot script. Otherwise, a message indicating the absence of the master bill will be sent. Within this conditional block, prepare the necessary variables.
Step 5
Begin by setting the specified dates. Create a variable for the creation date, which captures the date on which the master utility bill was initially generated.
Step 6
Determine the creation date by selecting the corresponding date entry.
Step 7
Locate the master utility bill ID.
Step 8
Identify the last day of the month in which the master utility bill was created.
Step 9
Define a variable for the month-end date of the creation date.
Step 10
To achieve this, extract the year and month from the creation date. Then, add one month to the creation date.
Step 11
Add one month to the creation date to identify the month start date. The next variable required is the beginning of the month.
Step 12
Similarly, create a variable for the month-end date by applying the same principle used for determining the last day of the month at creation.
Step 13
Adjust the month start variable by adding one month and subtracting one day. Create a variable for the clone utility bill ID.
Step 14
Locate the clone utility bill ID similarly to the master, with the difference being that it should not be a recurring bill master, but a recurring bill clone.
Step 15
Ensure the template name remains consistent and incorporate a condition that the creation date falls between the month start and month end.
Creating and Managing Utility Bills by using BOT script
This document provides a step-by-step process for creating and managing utility bills through conditional checks and data manipulation. The process involves verifying certain conditions, creating new utility bills, and transferring data from a master utility bill to a newly created one. Each step is crucial to ensure the accuracy and efficiency of the bill management process.
Step 1
Begin by creating an additional conditional block.
Step 2
Check the following conditions: use the ‘and’ logical operator to verify if both the month and the creation date are earlier than the current date.
Step 3
Additionally, confirm the existence of a clone ID or utility bill ID.
Step 4
If both conditions are satisfied, proceed to create a new utility bill. Initialize variables to store data from the master utility bill.
Step 5
Generate a variable description list by utilizing the block list of descriptions from items, ensuring the Utility Bill ID matches the Master ID.
Step 6
Next, establish the SKU list.
Step 7
Follow the same approach as the previous step.
Step 8
Subsequently, set up the Quantity List.
Step 9
And then, configure the Price List.
Step 10
Determine the Purchase Price.
Step 11
Once all data is organized, initiate the creation of a new Utility Bill document.
Step 12
Configure several parameters, beginning with locating the mandatory key linked to the supplier. Identify the initial key associated with the supplier, specifically the key supplier.
Step 13
Ensure there is an ID for the Master Bill ID or Master Utility Bill ID.
Step 14
Additionally, set up another custom field form.
Step 15
Designate the bill clone with the same name as the master. Proceed to input data into the rows of the newly created Utility Bill.
Step 16
Utilize the count block within this Utility Bill context.
Step 17
Iterate with a counter variable starting from one to the length of the lists created. Use the Length Of block to select the SKU list.
Step 18
Finally, employ the Add Row Items block to incorporate individual items into the list.
Creating and Managing Utility Bills
This document provides detailed instructions on how to save, validate, and manage utility bills using specific programming blocks. It explains the process of handling errors, sending confirmation messages, and managing duplicate entries in an efficient manner.
Step 1
Initiate the process by saving the newly created utility bill. This action will be conducted using a save block. Additionally, implement an if block to verify the presence of any errors.
Step 2
Execute the saving process using a designated save block.
Step 3
Upon successful completion, dispatch a notification confirming the creation of a new utility bill.
Step 4
Continue utilizing the save block for the operation.
Step 5
Upon success, send a confirmation message for the new utility bill creation. Within the conditional block that checks parameters, include an else clause to notify if an existing utility bill is detected for that month.
Step 6
Upon successful verification, transmit a confirmation message for the utility bill creation. Repeat this step for consistency. Attempt saving and executing the script to finalize.
Step 7
Receive a notification indicating the utility bill’s creation, acknowledging the existence of a master bill for the current month. Adjust the creation date to reflect the previous month’s data.
Step 8
Confirm the notification of the utility bill creation. Navigate to the Bills section to verify the creation of a new utility bill and select an additional field as needed.
Step 9
Observe that the first entry is marked as a master, and the subsequent one is a clone. Verify the supplier information for both. Note that the custom field ‘master’ is marked as no, while the clone custom field is labeled as mts.
Automating Utility Bill Template Creation
This document outlines the process of automating the creation of a utility bill template using a script. It describes how to schedule the script execution and assign user permissions to ensure the task runs smoothly on the specified schedule.
Step 1
Execute the script. You should receive a message indicating that the utility bill template has already been created, and no new build will be generated.
Step 2
Set all required parameters in both scripts. Proceed to schedule the script execution by saving, running the script, and clicking the ‘Schedule Execution’ button.
Step 3
You will be prompted to assign a user who can execute these scripts. Navigate to Administration, select Users, and then click on ‘Add New API’. Enter the name ‘Test Api2’ and save the changes.
Step 4
Return to the script’s scheduling section. Here, select the time and days for the script execution, ensuring all days are selected.
Step 5
Assign the user ‘Test Api’ for the scheduled execution. The script will execute daily at seven o’clock.
Step 6
The utility bill will only be created when the specified conditions are met. This concludes the process.
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