Create maintenance plans

Maintenance plans help automate and organize the maintenance of Kofax ReadSoft Invoices databases. To create a maintenance plan:

  1. Using Manager, select Administration > Maintenance. The Maintenance dialog is displayed.
  2. Click New to create a new plan. The Maintenance plan – New plan dialog is displayed.
  3. Select the type of plan you want to create, Database or Master data import.
  4. Click the browse button () and navigate to the location where you want log files to be saved. Then specify a name in the File name box and click Save.
  5. Adjust the Integrity settings if necessary (database plan only). (Read more about corrupt data here.)
  6. Adjust the CleanUp settings to your requirements (database plan only). Here you can delete:
    • invoice definitions—the goal is to have only good ones in use A “bad” invoice definition usually has problems with poor image quality, and/or it is not a good representation of the majority of invoices from that supplier. Such invoice definitions should be removed regularly.
      Note If the system contains invoices corresponding to the invoice definitions, those invoice definitions will not be deleted, even if they fulfill the conditions you specify, unless they are corrupt.
    • temporary data
    • unused supplier names
    • unused learning invoices
    • batch report layout files
    • user activity data older than a specified number of days
    • parked invoices older than a specified number of days
    Use Remove invoice definitions with no supplier connection afteronly if your system uses imported supplier data. Do not use this setting if the system does not use master data.
  7. Adjust the Logs settings to your requirements (database plan only). Keep process and service logs small so that it does not take too long to view them.
  8. Adjust the Location settings (master data import only):
    • Select the format of the file you want to import in the Import format box.
    • Using the Browse (…) button, find the file you want to import. This should be a file that has been exported from your financial system. You can import two or more files if they have the same format. If the files have different formats, you must import them separately.
    • Delete master data not included in import – ensures that the Kofax ReadSoft Invoices master data matches the master data in your financial system. Any extra suppliers in the Kofax ReadSoft Invoices master data are deleted.

    When you use Delete master data not included in import, supplier that do not exist in the imported data are removed from the Kofax ReadSoft Invoices master data. If Kofax ReadSoft Invoices contains invoice definitions that are associated with those deleted suppliers, the link will be broken, causing those definitions to lose supplier details*. Even if you later re-import the same supplier data, the link will not be restored, because all "newly" imported suppliers are assigned new internal supplier IDs, which will not match the ones in the invoice definitions. (Invoice definitions are linked to specific suppliers through each supplier's internal ID, not by the supplier's name.)

    *An Optimize or Verify user can set a suppliers for individual invoice definitions. Alternatively, an Optimize user can update invoice definitions using imported supplier data. If neither of those things are done, then eventually the definitions are removed by maintenance plans that remove unused definitions (see step 6, above).

    Use Delete master data not included in import when you want to remove suppliers that are no longer present in the financial system. When it is not selected, existing suppliers are updated and new ones are added, but any suppliers that have been deleted from the financial system are not deleted from the Kofax ReadSoft Invoices master data.

  9. When you are satisfied with the settings, click Finish.
  10. Type a name in the dialog that is displayed, and click OK to save the plan.

    After you create a maintenance plan, you can click Start in the Maintenance dialog to run your plan.