Services are a simple way of grouping jobs together, or of making a job recur on a regular basis.
- A VAT Service, which is made up of 4 quarterly VAT returns and all the work that goes with them.
- An annual accounts service, which might include preparing accounts & submitting them.
Services have to be switched on for customers that need them. For example, an "Annual accounts service" might only be relevant to some clients, so you switch it on for them only. To learn more about how to activate services for clients, take a look at our guide to adding Services.
For an example of setting up a specific service, please see the following guide to creating a bookkeeping service.
For a video guide to bringing your processes into Senta, please see the following guide: creating jobs and services from scratch.
Creating a new Service
Go to Settings > Services and click Add service.
You can add a service name, description, and whether you want it to be manual or automatic. To learn more about kicking off Services for clients, click here.
You can then add jobs to the service.
Select how frequently you want this job to recur. This could be anything from a one-off to 5-yearly.
When it comes to the most commonly used frequencies (Weekly, Monthly, Annual), the following principles apply:
A service with a Weekly frequency will repeat on the same day of the week, based on the first day it is set to happen.
e.g. start date Tuesday 2/7/19 will then repeat every Tuesday (2/7/19 and then 9/7/19, 16/7/19, etc.)
A service with a Monthly frequency will repeat on the same date of the month, based on the first day it is set to happen.
e.g. start date Tuesday 2/7/19 will then repeat every 2nd of the month (2/7/19 and then 2/8/19, 2/9/19, etc)
A service with an Annual frequency will repeat on the same date of the year, based on the first day it is set to happen.
e.g. start date Tuesday 2/7/19 will then repeat every July 2nd every year (2/7/19 and then 2/7/20, 2/7,21, etc)
If you choose for the job to recur "when triggered", you can choose what to use as the trigger field, the trigger type, whether to trigger for the current value, and set the job date.
The job date is what will be used to run any jobs. To learn more about job dates click here.
Job dates can either be pulled from a form, or they can be a fixed date.
If you select "form date", you will be given a list of all date fields from any forms in Senta. For example you could set a job to kick off based on a client's date of next payroll.
If you select "fixed date", you will be given a date field to fill in.
A triggered Job will be kicked off when the data in the trigger field is changed.
For example, you can select "Confirmation statement next due". The job selected will kick off when the confirmation statement due date changes.
Trigger for current value as well
If you select Yes, the job selected will also kick off for its current state. For example, the job will kick off for the current confirmation statement due date, and will kick off again when this date changes.
If you select No, a Job will only be kicked off after the trigger field has changed. This is useful if you want a job to only kick off after a client's address changes, but not for their current address.
Set the job date to
For trigger fields that don't contain a date, "Set the job date to" will automatically be set to "Whatever the date is when the job starts".
For trigger fields that do contain a date, "Set the job date to" can also be changed to "The new value of the [trigger field]" - in this example, the new confirmation statement due date.
"Accounts next made up to" trigger field
If you choose "accounts next made up to" as the trigger field, and set the job date to the new value, Senta will give you the option to also set the filing date and period dates.
To only have this service apply to certain clients, you can add a filter.
In the example below, "Type" has been chosen as a filter.
Within "Type", you can select which types of businesses you want this service to apply to.
For more information, please see our guide to using filters.
Please note, if you do the following:
- Set the job date to pull from a form that is only available for certain types of clients e.g. just for individuals
- Add a filter to the job so that it will only run for certain types of clients e.g. only companies
The job will not run.
This is because Senta will try to run the job for companies, using the date from a form that can only be filled in for individuals. This will flag up as an error message on the services tab for the client.
Once you have finished adding a job, you can add more Jobs by clicking on Add job at the bottom of the page.
This can be useful when you want to have some jobs recur weekly for some clients, and monthly for others. An example of this is in the payroll service, where payroll jobs run weekly, 2-weekly, monthly, quarterly etc.
The weekly payroll job is filtered to only take place for clients where "weekly" has been selected on the Payroll details form.