How to Configure Accounting Processor in iDempiere

Introduction

The Accounting Processor window lets a business set up an automatic task that keeps accounting related log records clean inside iDempiere.

It supports finance and system administration teams who want housekeeping done without manual effort, working alongside the wider accounting setup.

Running on a fixed schedule, it clears out old log entries, keeps reporting screens responsive, and alerts a supervisor whenever a run fails.

Process Flow

Business Rules

• Only an Accounting Processor record marked Active runs on its assigned schedule.
• Log entries older than the configured retention period are removed automatically.
• The assigned Supervisor is notified whenever a scheduled run reports an error.
• A record can be limited to one Organization or applied across the whole tenant.
• Every run adds a Log entry showing its summary, reference number, and status.
• The Next Run date is recalculated automatically once the current run completes.

Prerequisites

• Organization structure already configured.
• A user account available to assign as Supervisor.
• Accounting Schema configured, if the task should target a specific schema.
• System Administrator access to open and maintain this window.

Navigation

Menu → System Admin → General Rules → Server → Accounting Processor

Opening the window shows the Data Required section at the top, where the task name, schedule, and supervisor are set, with a Log tab below listing every past run.

Configuration Steps

Step 1: Create the Accounting Processor Record

This step names the task and confirms it is switched on to run.

Instructions

Enter a clear Name and Description, then confirm the Active box is checked. A record left inactive is never picked up for scheduled runs.

Field	Sample Value	Description
Name	POTS – Accounting Processor	Identifies the task in lists and log entries.
Description	(optional)	Short note on what the task covers.
Active	Checked	Turns the scheduled run on or off.

Step 2: Set the Accounting Schema and Table Scope

This step narrows the task to specific accounting data when needed.

Instructions

Choose an Accounting Schema and Table only when the task should focus on particular accounting records. Leave both blank to cover the whole tenant.

Field	Sample Value	Description
Accounting Schema	(blank = all schemas)	Limits the task to one accounting schema.
Table	(blank = all tables)	Limits the task to one data table.

Step 3: Set the Run Schedule

This step controls how often the task runs on its own.

Instructions

Pick a Schedule value, such as every 10 Minutes, that matches how often log entries need review without placing extra load on the system.

Field	Sample Value	Description
Schedule	10 Minutes	Sets how often the task repeats automatically.

Step 4: Assign a Supervisor

This step makes sure someone is told if a run fails.

Instructions

Select a user in the Supervisor field. This person is notified when a run reports an error, so problems are caught quickly.

Field	Sample Value	Description
Supervisor	PotsAdmin	User notified when a run reports an error.

Step 5: Set Log Retention

This step keeps the Log tab from growing without limit.

Instructions

Enter a value in Days to keep Log. Log entries older than this number of days are cleared out automatically during each run.

Field	Sample Value	Description
Days to keep Log	7	Number of days a log entry is kept before removal.

Step 6: Review the Log Tab

This step confirms the task is running as expected and shows its history.

Instructions

Open the Log tab after a run to check the Created date, Summary, Error status, Reference, and Text Message for that run.

Field	Sample Value	Description
Created	07/23/2026 10:53:55 AM	Date and time the run took place.
Summary	Logs deleted=0	Short outcome of the run.
Error	Unchecked	Marked when the run ran into a problem.
Reference	#280 – 0’00:00:00.487	Internal run reference and duration.
Text Message	(blank unless an error occurs)	Detail shown when a run reports an error.

Common Issues and Resolutions

Issue	Cause	Resolution
Task never runs	Active box is not checked	Check Active and save the record.
Log list keeps growing	Days to keep Log left blank or set too high	Lower the retention value to a practical number.
No alert received on failure	Supervisor field left empty	Assign a valid user as Supervisor.
Task runs more often than needed	Schedule set to a very short interval	Increase the Schedule interval.
Next Run date does not change	Record just created or schedule just changed	Save the record and allow one run to complete.
Summary always shows zero deletions	No log entries currently exceed the retention limit	Normal behavior; no action needed.
Error box checked on a log entry	The scheduled run hit a problem	Open the entry and review the Text Message.

Next Steps

• Configure the Scheduler window for other automatic tasks.
• Review the Alert Processor for wider system notifications.
• Set up the Email Processor if notifications should be sent by email.
• Confirm Organization and Accounting Schema setup before adding more tasks.