Scheduled Tasks

The system performs a set of scheduled tasks on a regular basis. The following tasks are performed:

• Delete ‘INACTIVE’ users
• Send ToDo list daily
• Check Paypal overdue payment
• Sub-contractor Warnings
• Bulk Update/Recalculate
• Finalize Job(s)
• Monthly Slab Report
• Monthly Sales Report
• Job List Report
• Contracts Manager Update
• Job Handover Report (Monthly)
• Job Scheduled Handover Date
• Builders Insurance Threshold
• Builders Insurance Expiry weekly
• Builders Insurance Expiry daily
• Supervisors Weekly Progress
• Synchronize with Xero
• Publish Price Book to WEB
• Send EoM Reports
• Perform current DB replication to Sandbox
• Calculate Average Cost of House Plan Estimates per month
• Send SMS/Emails according to Milestone Events
• Automatic acceptance of Purchase Orders
• Send ToDo’s according to the triggers of Schedule Task
• Send Errors during Bulk Update or Scheduled Tasks Email
• Leads to WEB
• Contacts to WEB

Delete ‘Inactive’ Users

This scheduled task is used for automatic deletion of user accounts being inactive for more than 30 days. In the result of execution of this task, the following actions are performed:

1. The system deletes the user Google account.
2. The system deletes the user Keycloak account.
3. The system removes all the records about shared GDrive folders with the user account.
4. The system sets the user account status as ‘Deleted’.

The task is performed sequentially in the following order:

1. for Corporate level
2. for each Master Zone level
3. for each Office level

Frequency: every day (at night)

Send ToDo List daily

This scheduled task is used for the automatic sending of the Inbox ToDo tasks by email to all active users in the system. The system finds all the ToDo tasks that are due as of the current date or that are overdue, and includes them into the email with ToDo tasks. The system includes the subject of a ToDo task, its date and link to the task in the Inbox.

The task is performed sequentially in the following order:

1. for Corporate level
2. for each Master Zone level (for active only)
3. for each Office level (for active only)

Frequency: every day (at night)

Check PayPal overdue payment

This scheduled task checks transactions and blocks the Office if any overdue payment is detected. The system fetches all Master Zones from a specific region and checks all the active offices of the Franchisee type for overdue payments. If any overdue payment is found, the system sets the office status as ‘Blocked’. The system also sends the Office Blocked email.

This email is sent to the following recipients:

1. Users with the Franchisee system role from the office;
2. All users with the Master role from the Master Zone of the blocked office.

Frequency: every day (at night)

Sub-contractor warnings

This scheduled task generates ToDo tasks for contacts of Supplier/Creditor type and the Sub-Contractor type with expired documents for legal work or documents that approach the expiration date. This task is performed sequentially for each office in the Active or Blocked state.

The system checks whether contacts of the Creditor/Supplier type have any of the following legal documents with the expiration date within the next 14 days or already expired:

• contract end date
• Liability expiration date
• Insurance expiration date
• License expiration date

The system generates ToDo tasks for each contact attribute which already expired or which approaches the expiration date. ToDo tasks are added to Inbox.

Frequency: every day

Finalize Jobs

This scheduled task finalizes Jobs that have been already completed or handed over within the time period exceeding the number of months specified in the System Variables.. This task is performed sequentially for each office in the Active or Blocked state.

The system sends an email with the report on finalized Jobs.

• The system looks up for Jobs (excluding all DPP Jobs) for each Office which has Jobs with no finalized date or the ones that were completed within the time period that exceeds the number of months for automatic job finalization. The number of months may vary depending on the Office settings.
• The system also looks up for DPP Jobs with the blank Not Proceeding date which the last updated date exceeds the number of months for automatic DPP job finalization. The number of days may vary depending on the Office settings.

The task performs the following:

1. For each found regular Job, the system sets the Finalized status and sets the Finalized Date as a current date.
2. For each found DPP Job, the system sets the Not Proceeding status and sets the Not Proceeding Date as a current date. The system sets the Will Not Complete status for the Sales Folder which this DPP Job attributed to.

The system also collects all the finalized Jobs and sets them as Not Proceeding Jobs. Additionally, the task sends the report on these jobs within an email to the general email box of the Office and to the Email recipients specified on the Master and Corporate levels.

Frequency: every Friday

Monthly Slab Report

This scheduled task generates a PDF report on all the Jobs with the Slab Date within the reporting month. This task is performed sequentially for each office in the Active or Blocked state.

The system collects all the Jobs that meet any of the following criteria:

1. Slab Date or Initial Draw Date is within the previous month.
2. Contract type is ‘Display/Show Home’ and Slab Date or Initial Draw Date is within the 6-month interval as of the previous month.

Once the system collects all the Jobs and groups them per Office, it creates separate PDF files with the Monthly Slab/Initial Cost Draw Report for each Office. Then the task sends it by email to the general email box of the Office and to the email recipients on the Master and Corporate levels.

Frequency: every 1st day of the month

Monthly Sales Report

This scheduled task generates the Monthly Sales Report on Jobs with the specified Sale Date and Council Approved Date. This task is performed sequentially for each office in the Active or Blocked state.

The task looks up for all Jobs which Sale Date or Council Approved Date falls into the previous month period. Then the task groups the found Jobs against the office they attribute to and generates a separate PDF report per each office. Then the task sends them by email to the general email box of the Office and to the email recipients on the Master and Corporate levels.

Frequency: every 7th day of the month

Job List Report

This scheduled task collects all Jobs (including finalized Jobs) of the specific office and generates a PDF report. Then the task sends them by email to the general email box of the Office and to the email recipients on the Master and Corporate levels. This task is performed sequentially for each office in the Active or Blocked state.

Frequency: every 1st day of the month

Job Handover Report (Monthly)

This scheduled task collects all Jobs (skipping Finalized Jobs) with the specified Handover Date that fall into the reporting period or Jobs that are identified as Due for Handover (having the Completion Date specified but with no Handover Date) and generates a PDF report. Then the task sends it by email to the general email box of the Office and to the email recipients on the Master and Corporate levels.

This task is performed sequentially for each office in the Active or Blocked state. The task creates a separate report per each office. The report is generated for the previous month.

Frequency: every 3rd day of month

Job Scheduled Handover Date

This scheduled task collects all Job Schedule End Dates for all Jobs being in the construction state within the reporting period.

This task is performed sequentially for each office in the Active or Blocked state. The task collects all Jobs per each office which meet any of the following criteria:

1. State is neither Finalized nor Not Proceeding.
2. Job Completed Date is either empty or specified but the Handover Date is empty.
3. Job is under construction.

The report aggregates Job Schedule End Dates for all Jobs being In the Construction and in breakdown by week for the reporting period. Then the task sends it by email to the general email box of the Office and to the email recipients on the Master and Corporate levels.

Frequency: every Thursday

Supervisor’s Weekly Progress

This scheduled task collects and shows the progress on each Job on weekly basis. The generated PDF document is sent to the email recipients on the Master and Corporate levels.

This task is performed sequentially for each office in the Active or Blocked state. The task creates a separate report per each office. The system generates the report on Jobs that match the following criteria:

1. Job has the Authority to Commence confirmation.
2. Job has a supervisor assigned.
3. The Completed Date is either empty or specified but the Handover Date is empty and the State is neither Finalized not Not Proceeding.
4. Job is under Construction.

Frequency: every Friday / every last day of the month

Calculate Average Cost of House Plan Estimates per month

This scheduled task is gathering data for calculating the average cost of House Plan Estimates per Office. The calculated average cost of House Plan Estimates is further shown in the dashboard widget.

This task is performed sequentially for each office in the Active or Blocked state. The task creates a separate report per each office on the first day of every month.

The system pulls all active House Plans that are not used for Quick Quotes and for Sales Estimates. Then the system calculates the average cost of the found House Plans per office.

Frequency: every 1st day of the month

Perform current DB replication to Sandbox

This scheduled task is used for replicating the current database stand to the Sandbox stand. This task is performed sequentially for each office in the Active or Blocked state. This task replicates the database dump of the Business Portal per each region and database of the Jasper Reporting Service database.

Frequency: every week (during the week-end)

Automatic acceptance of Purchase Orders

This scheduled task accepts pending Purchase Orders on the delivery date. This task is performed sequentially for each office in the Active or Blocked state.

This task finds all the Job Orders in the Pending status and additionally checks the following criteria:

1. Estimate Delivery is entered manually and the delivery date is older or equal to the current date.
2. Estimate Delivery is based on the Construction Schedule and the start date of the Cost Center task (which exists in the Job Estimate) is older or equal to the current date.

The task sets the Accepted status to all the found Purchase Orders.

Frequency: every day (at night)

Contracts Manager Update

This scheduled task sends the Contracts manager Updates to intranet. This task is performed sequentially for each office in the Active or Blocked state.

The system looks up for Jobs that were updated or created since the last synchronization. The system generates the XML file and publishes the Contracts Manager to the intranet. Additionally, the system requests generation of Monthly Contracts Manager Report in Jasper Reports system. Then the task sends it by email to the email recipients on the Master and Corporate levels.

Frequency:

1. every first day of the month;
2. on the 6th day of the month;
3. every Friday.

Builders Insurance Threshold

This scheduled task checks that the Available Builder’s Insurance amounts are less than 10% of the insured amounts and sends an email with a PDF report with the reporting data to the email recipients on the Master and Corporate levels. This task is performed sequentially for each office in the Active or Blocked state.

If the 12 Month Fixed Date policy reporting period is used, this task checks any of the following points:

1. Available Annual Aggregate Amount is less or equal to 10% of the Annual Aggregate Amount (excluding GST)
2. Available Incomplete Aggregate Amount is less or equal to 10% of Incomplete Aggregate Amount
3. Available Number of Policies is less or equal to 10% of Number of Policies

If the 12 Month Rolling Date policy reporting period is used, this task checks that the Available Annual Aggregate Amount is less or equal to 10% of the Annual Aggregate Amount (excluding GST).

The system generates the report on each office. Depending on the reporting method, the system requests generation of the Builder’s Insurance Report or Builder’s 12 Month Rolling Insurance Report. The system sends an email with the attached report by email.

Frequency: every Friday

Builder’s Insurance Expiry weekly

This scheduled task checks whether the Office Builder’s Insurance policy is about to expire or has already expired is expired and sends an email with a ToDo task on a weekly basis. This task is performed sequentially for each office in the Active or Blocked state.

The task checks that there is one month left before expiration of the Builder’s Insurance Policy as of the current system date if the 12-month fixed date is used for the policy reporting method. If it has expired, the system creates an email with information about the office with the expired Builder’s Insurance. This notification is sent to the email recipients on the Master and Corporate levels.

In addition to the email, a ToDo task is created for recipients specified on the Master and Corporate levels,

Frequency: every Friday

Builder’s Insurance Expiry daily

This scheduled task checks whether the Office Builder’s Insurance is expired and sends an email with a ToDo tasks on a daily basis. This task is performed sequentially for each office in the Active or Blocked state.

The task checks that the Policy Start Date has not expired as of the current system date if the 12-month fixed date is used for the policy reporting method. If it has expired, the system creates an email with information about the office with the expired Builder’s Insurance. In addition to the email, a ToDo task is created for recipients specified on the Master and Corporate levels,

Frequency: every day

Synchronize with Xero

This scheduled task performs synchronization of records on the Builder Portal and Xero. This task is performed sequentially for each office in the Active or Blocked status with the configured integration with Xero.

This task synchronizes the following things:

1. Cost Centers – synchronizes and updates Cost Centers in one direction – from Builder Portal to Xero. The task will do the following:
   • create Cost Center Tracking Option in Xero if it was deleted manually in Xero by mistake.
   • update the title of Tracking Option if needed.
   • change the status of Tracking Option as “Archived” in Xero if the Cost Center was marked as deleted on the Builder Portal.
   • delete or archive any Tracking Option created in Xero manually which should not be there as does not exist on the Builder Portal,  
2. Job Number (tracking category) – synchronizes and updates Jobs numbers in one direction – from Builder Portal to Xero. The task will do the following:
   • create Job Tracking Option in Xero if it was deleted manually in Xero by mistake.
   • update the title of Tracking Option if needed.
   • change the status of Tracking Option as “Archived” in Xero if the Job was set as “Finalized” or “Not Proceeding”.
   • delete or archive any Tracking Option created in Xero manually which should not be there as does not exist on the Builder Portal.

1. Contacts – synchronizes contacts in both directions – from BP and Xero. For verifying the synchronization direction the system checks whether the updates were made and if the updates were made in both system the data of the latest update will be taken. All the contacts of the Customer or Supplier type that were created in Xero are also created in the system during the synchronization.
2. Invoices – synchronizes Invoices between the Builder Portal and Xero that are in the Not Synchronized status. The task additionally fetches Invoices in the ACCREC and ACCRECCREDIT types that were updated since the last synchronization time. The task creates new Invoices (with Positive or Negative Draw) in Xero. For verifying the synchronization status, the system compares the contact checksum in the Builder Portal with the contact checksum in Xero. All the Invoices that were created in Xero are also created in the system during the synchronization.
3. Overpayments – synchronizes Overpayments that are pending the receiving in Xero with the Builder Portal or the ones that were updated since the last synchronization time. The task also synchronizes Overpayments from Xero with the Builder Portal. For verifying the synchronization status, the system compares the overpayment checksum in the Builder Portal with the overpayment checksum in Xero.
4. Journals – synchronizes Journals per account ID between Xero and Builder Portal.

Frequency: every day (at night)

Publish Price Book to WEB

This scheduled task publishes the Price Book of the Web type to the intranet. This task is performed sequentially for each office in the Active or Blocked state with the configured integration with intranet.

The task checks whether the automatic publishing of the Price Book is enabled for the office and stops execution of the task if integration is not configured. The task checks that the Price Book is released and not withdrawn.

The task publishes the Price Book that has at least one House Plan that are liable for publication, ignoring the House Plans that are used for Quick Quotes and Sales Estimates. The task takes all the appropriate House Plans and generates the XML file for publishing it to the intranet. Additionally, the task checks the existence of Items and Components in the Price Books, so it prepares an XML file with the Cost Centers and an XML file with Items and Components for publishing. Once the XML files are generated, they are sent to intranet according to the configured integration with intranet. The last Published Date is updated per Office to show the current date

Frequency: on the date configured in the System Variables.

Send EoM Reports

This scheduled task sends EoM reports for the previous month. This task is performed sequentially for each office in the Active or Blocked state.

The task generates separate reports per each Office in Jasper Reports and sends an email with the office-specific reports to the Corporate users, as follows:

• Monthly Deposits – report on the monthly deposits for the previous month everywhere.
• Monthly Contracts – report on the monthly contracts for the current month.
• Job Profit – Finalized Jobs – report on the job profit from finalized jobs for the current month.
• Aged Receivables (Summary) – report on Debtor’s balance according to the Jobs for the current month.
• Profit on Finalized Jobs (YTD) – report on the profit from Finalized Jobs for the current month.
• Sales Profit Forecast (YTD) – report on the Sales Profit Forecast for the current month.
• Franchisee Monthly – report on the performance of the Franchisee for the current month.
• Work in Progress – report on the Jobs that have not been finalized or on Jobs in the Not Proceeding status.
• Profit and Loss – report on the profit and loss for the past month.
• Balance Sheet – balance sheet for the past month.
• Executive Summary – summary report on monthly totals and some common business ratios over the past month.

Frequency: on the 8th day of the month

Send ToDo’s according to the triggers of Schedule Task

This scheduled task creates ToDo’s according to the triggers of the Schedule Task. This task is performed sequentially for each office in the Active or Blocked state.

The task finds ToDo’s in Schedules that fire on the current date. The task checks whether these ToDo’s meet any of the following criteria:

1. Relate to the Construction or Pre-Construction schedule, and that are used in the not finalized or proceeding Job.
2. Relate to Sales Schedule where the Sales Folder is active.
3. Relate to Warranty Schedule and the Job is proceeding.

The task generates ToDo’s for specified users. In addition, it sends iCalendar files to the assigned active User Resource of the Schedule Task per each ToDo.

Frequency: every day (at night)

Send SMS/Emails according to Milestone Events

This scheduled task sends SMS and email upon occurrence of the milestone event. This task is performed sequentially for each office in the Active or Blocked state.

The task detects criteria of milestone events and determines whether there any milestone events for sending an email or SMS. The task pulls the individual system role or the group system role on the behalf of which an email or SMS is sent from.

The task considers which individual system role an SMS/email is sent from, as follows:

• From Estimator, Supervisor, or Job Admin only Job-related date milestone events can be sent.
• From Salesperson: Quote related or Job-related milestone events can be sent.

If SMS/email is sent from a Group system role, all types of milestone events can be sent.

The task determines the milestone event type. Afterwards the task determines who the notification is sent to:

1. Individual system role
2. Group system role
3. Customer
4. Supplier

The tasks considers which individual system role an SMS/email is sent to, as follows:

• To Estimator, Supervisor, Job Admin only Job-related milestone events can be sent.
• To Salesperson, either Quote related or Job-related milestone events can be sent.

If SMS/email is sent to a Group system role, all types of milestone events can be sent.

If SMS/email is sent to a Customer, either Quote-related or Job-related milestone events can be sent.

If SMS/email is sent to a Supplier, only subcontractor milestone events can be sent.

The task creates an SMS or email based on the pre-defined template and adds it into the queue for sending.

Frequency: every day (at night)

Send Errors during Bulk Update or Scheduled Tasks Email

This scheduled task sends an email notification if an error during execution of bulk update or scheduled task occurs. This task is performed sequentially for each Office in the Active or Blocked state.

This task looks up for the following:

• bulk update tasks that resulted in a failure with no attempts remained.
• scheduled tasks that resulted in a failure or partial success.

The system sends an email with information about the error and the bulk update or scheduled task that was impacted by this issue. The email is sent from the current region support account to all the recipients from the Master zone.

The record about the task execution is tracked in the Scheduled Tasks Log.

Frequency: every day (at night)

Leads Sales to WEB

This scheduled task transfers new Leads-Sales to web/intranet. This task is performed sequentially for each office in the Active or Blocked state.

The task finds all Leads that have been created since the last synchronization for each Office individually. If the Contact

Then the system finds all Sales that have been completed since the last synchronization for each Office. If a Lead becomes a Sale within the same week, the system reports him/her both as a Lead and a Sale.

The system groups the found Leads and Sales against the Referred By field. Afterwards, the task generates an XML file with Leads-Sales and counts the number of Sales and Leads. For each Sale and Lead, the task determines the reporting month and year based on the Sale Date and Added Date. If the Sale Date and Added Date fall in different months or years, two separate records in the file are created.

Once the file is generated, the system uploads it to Intranet using the credentials specified in System Variables.

Frequency: every Friday

Contacts to WEB

This scheduled task transfers new Contacts to web/intranet. This task is performed sequentially for each office in the Active or Blocked state.

The task finds all Contacts that have been created since the last synchronization for each Office individually. If the Contact has multiple Contact Types assigned, the system treats each Contact Type as a separate Contact.

Then the system generates the Contacts XML file which includes the following information:

• External ID
• Contact Type Code
• Type
• Business Name (if applicable)
• Last Name
• First Name
• Addressee
• Street 1
• Street 2
• Suburb
• State
• Postcode
• County
• Phone 1
• Phone 2
• Status (active/inactive)
• Mail Status (Y for Customer type, N for other types)
• Last Contact Date
• Last Contact Reasons (SMS, Email, Doc, Meeting)
• Fax
• Email

For Contacts of the Customer type, additional information is retrieved:

• Date of Birth
• Partner Name
• Partner Date of Birth
• Parent 1 Name
• Parent 2 Name
• Parent 1 – Date of Birth
• Parent 2 – Date of Birth
• Kids

For Contacts of the Creditor/Supplier type, additional information is retrieved:

• Provides (Supply, Install, Supply and Install)
• Category

Once the file is generated, the system uploads it to Intranet using the credentials specified in System Variables.

Frequency: every Friday