Purchasing / Accounts Payable Batch Processes

Users do not interact directly with Kuali Financials batch processes, but some users want to understand how these processes keep the data base up to date. For users who are interested, the following table summarizes the functions of the system's Purchasing/Accounts Payable batch processes. These processes, which are run according to a predetermined schedule, not only keep your data base up to date but, in some cases, generate new documents as needed to make certain types of adjustments.

Purchasing / Accounts Payable Batch Jobs

Job Name	Description
approveLineItemReceivingJob	If unordered items have been received and noted when doing line item receiving, PURAP attempts to create a Purchase Order Amendment document to adjust for the new items. If a purchase order cannot be amended for some reason (for example, if it is closed or has pending payment requests), this job rechecks each time it is run and creates the Purchase Order Amendment document as soon as it is allowed to do so.
autoApprovePaymentRequestsJob	Automatically approves payment request documents with a current or past pay date. For more information on about Payment Request Auto Approval refer to Payment Request Automated Approval.
autoClosePurchaseOrdersJob	Closes open purchase orders with no remaining encumbrance.
autoCloseRecurringOrdersJob	Looks at the end date on a recurring order (that is, a purchase order with a recurring payment type not equal to null). If this date is less than or equal to the date defined in the AUTO_CLOSE_RECURRING_PO_DATE parameter, it closes the purchase order and disencumbers any outstanding amounts. Testing Notes: 1. There is a hard coded three month delay when determining which POs to pick up, therefore when testing, the parameter and the recurring end date need to be three months prior to today in order for the job to pick them up for closing. 2. The AUTO_CLOSE_RECURRING_PO_DATE is reset to the current date when the job runs.
electronicInvoiceExtractJob	Examines and validates invoices uploaded electronically by vendors. Creates Payment Request documents for valid invoices and creates Electronic Invoice Reject documents for invalid invoices. The following rules will cause an electronic invoice to reject and create an Electronic Invoice Reject Transaction (EIRT): • DUNS number is not found in the vendor files. • Missing PO number. • Missing invoice number • Duplicate invoice number. • Invalid or missing invoice date. Improperly formatted files will not be loaded or processed.
faxPendingDocumentJob	Not yet supported by Financials; this job is a placeholder. Additional logic is needed to get this job fully functioning. (POs are queued electronically to be sent via fax, and this job runs every 15 minutes. If there is a problem with the fax device, the job fails. If the fax device is working normally, the POs are faxed.)
purchasingPreDisbursementExtractJob	Extracts all eligible and approved Payment Request and Credit Memos documents into the Pre-Disbursement Processor (PDP) for payment.
purchasingPreDisbursementImmediatesExtractJob	Extracts eligible and approved payment requests and credit memos flagged for immediate payment into the Pre-Disbursement Processor (PDP) for payment.
receivingPaymentRequestJob	If using receiving and if a payment request is entered that exceeds the open quantity on the purchase order, the payment request is held in Awaiting Receiving status. This job checks payment requests held in this status and releases them for normal routing when the purchase order has a sufficient open quantity.