Arkhineo batch

Important

To be able to activate the Arkhineo batch and archive original PDFs, contact your Akuiteo project manager.

An original PDF archived in the Arkhineo digital safe can never be deleted from the safe.

The Arkhineo batch enables to set up probative value archiving for the original PDFs generated by Akuiteo. All the sealed original PDFs available in the document warehouse or in the folder specified in the sealing's setup are sent to an Arkhineo digital safe and are therefore archived.

The sealed and archived documents can still be accessed from the Desktop Application by the customer. However, the content of the safe can neither be accessed nor administered by the customer, since Akuiteo is the only one managing this safe.

Note

If you want to access your safe or retrieve its content, for example in case of a tax audit, send an issue to Akuiteo's helpdesk. All the conditions for accessing and retrieving are detailed in the contract.

Only sealed documents can be archived to ensure a probative value archiving.

Reference

For more information on setting up and activating the sealing, refer to Setting up the sealing of original PDFs.

Batch behavior

When creating the batch, select Arkhineo in the Batch template drop-down list.

Important

The batch parameters are different between production and test environments, particularly the Arkhineo ID information.

Two types of section are available at Arkhineo:

a section for 6-year archiving, recommended for expense report receipts,
a section for 10-year archiving, recommended for invoices.

If you use only one section: set up one Arkhineo batch by specifying the desired types of documents.

If you use the two sections for archiving your documents: set up 2 Arkhineo batches (one per section) by specifying the types of documents depending on the archiving section.

When the batch is started, Akuiteo scans the document warehouse or the folders specified in the sealing's setup. All the original PDFs of the corresponding types (expense reports, sales invoices/credit notes, purchase invoices/credit notes) that have a seal are retrieved and sent to the Arkhineo digital safe.

Note

If the user starting the batch is set up on *****, the documents linked to the management objects are scanned for all existing companies.

If the user is set up on a company, a filter is applied and the documents linked to the objects of that specific company are the only ones scanned.

Once a sealed PDF has been archived, it cannot be archived again. In the Desktop Application, the record sheet of an archived document includes:

Arkhineo document archived on... in its Description,
the date of transfer to Arkhineo in the Transferred on field of the Publication section.

Setting up the batch

The parameters in the following table correspond only to the parameters specific to the Arkhineo batch.

Reference

To view the parameters common to most batches, refer to Setting up the common parameters.

Code	Description	Type	Required
`ALWAYS_SEND_MAIL`	When the parameter is set to True, the batch's log is sent by email even if no error has occurred during the execution (completed status). The email is sent to the address specified in the `BATCH_MAIL` parameter.	Boolean	No
`ARKHINEO_WEB_SERVICE_LOGIN`	Login used to connect to the Arkhineo web service, provided by Akuiteo.	String	Yes
`ARKHINEO_WEB_SERVICE_PASSWORD`	Password linked to the login used to connect to the Arkhineo web service, provided by Akuiteo.	String	Yes
`ARKHINEO_WEB_SERVICE_URL`	URL used to connect to the Arkhineo web service, provided by Akuiteo.	String	Yes
`CODE_CLIENT`	Customer code, provided by Akuiteo. If the customer code is not specified, the C2181 code is used by default.	String	No
`DATE_CREATION`	Defines a start date for the batch process. If a date is specified, the batch will only process the PDFs sealed from this date onwards. If no date is specified, all the sealed PDFs that have not been processed since the last batch execution will be processed.	Date	No
`IDENTIFIANT_COFFRE`	ID of the Arkhineo safe containing the archived documents. This ID is provided by Akuiteo.	String	Yes
`IDENTIFIANT_COMPARTIMENT`	ID of the customer compartment in the destination section containing the archived documents. This ID is provided by Akuiteo.	String	Yes
`IDENTIFIANT_SECTION`	ID of the section in the Arkhineo safe containing the archived documents. This ID is provided by Akuiteo.	String	Yes
`TYPES_DOCUMENTS_PRIS_EN_COMPTE`	Specify the types of documents to be archived by the batch. Each document type must be separated by a semicolon. The following values are available: `NDF` for expense reports `FACCLI` for sales invoices and credit notes `FACFOU` for purchase invoices and credit notes A document type can only be set up once and only for one batch.	String Ex: NDF;FACCLI;FACFOU	Yes