Scheduling Accounting Batches

Batch Scheduling is a powerful feature in the Prism Accounting Module that allows you to automate the creation of accounting batches. This guide will walk you through setting up, using, and managing batch schedules.

How to Set Up Batch Scheduling

1. Access the Accounting Module in Prism
2. Navigate to the "Batch Schedules" tab
   1. To use the Batch Scheduling feature, you must have the "Can Manage Accounting Batches" permission enabled for your account.
3. Click on "Create Schedule" to begin

Setting Up Batch Details

1. Choose between billable and payable batches
2. Set "Filter by" option (Recommended: Date Closed or Date Completed)
3. Set Initial Date Range (Note: This applies only to the first batch created from this schedule)
4. Set Invoice Date (if applicable)
5. Add Notes (optional)
6. Select Status (billable, non-billable, or all charges)
7. Choose to include or exclude previous export tasks
8. Select data to include (work orders, resource submissions, PMs, inspections)

Configuring PDF and Invoice Structure

1. Choose PDF Structure (determines how invoice files will be received)
2. Select Invoice Summary Structure:
   • Separate summary per invoice, or
   • Summary for each file
3. Choose Lock on Creation Flow:
   • Create as Draft: Allows review before locking
   • Lock on Creation: Automatically locks data points (If "Lock on Creation" is selected, choose a template for the Excel file)

Selecting Properties

1. Choose properties from the grid
2. Use "Choose all below" option if needed
3. Utilize property group dropdown if applicable

Setting Schedule

1. Set Start Date (should correlate with the initial date range set earlier)
2. Choose Frequency:
   • Options: Daily, Workdays, Weekly, Monthly, Quarterly, Every Six Months, Annual
   • Custom frequencies available
3. Set End Period (if applicable)
4. Set Creation Time (determines when accounting batch documents will be available)

Reviewing and Activating Schedule

1. Review all settings on the summary page
2. Click "Set Start Schedule" to activate

How the Feature Works

Batch Scheduling automates the creation of accounting batches based on your specified criteria and schedule. Once set up, the system will automatically generate batches at the defined intervals, saving time and ensuring consistency in your accounting processes.

Common use cases include:

• Weekly billing cycles
• Monthly financial reporting
• Quarterly or annual audits

Import/Export Considerations

• Created batches will be available on the batch page for download
• You can choose to include or exclude previous export tasks when setting up the batch details

Permission Considerations

To use the Batch Scheduling feature, you must have the "Can Manage Accounting Batches" permission enabled for your account.

Notification Considerations

While the system doesn't send automatic notifications for batch creation, you can view active schedules and their status on the Active page within the Batch Schedules tab.

Managing Active Schedules

1. View active schedules on the Active page
2. Open created batches to view information and download options
3. Edit or remove schedules as needed

Important Notes

• Batch schedules will run automatically until cancelled
• Consider time zones when setting creation times to ensure batches are available when needed
• The initial date range only applies to the first batch; subsequent batches will use the schedule's frequency to determine the date range

By leveraging Batch Scheduling in the Prism Accounting Module, you can streamline your accounting processes and ensure timely, consistent batch creation. If you have any questions or need further assistance, please contact our support team.