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Prism and Yardi Technical Setup Guide

Erol Ogunc
  • Updated

Contents:

  1. Prism and Yardi integration overview & set-up

  2. Verify/install Yardi interface license

  3. Creating a property list

  4. Property configuration setup

  5. Creating the interface user group

  6. Creating the interface username

  7. Connection details with Prism Account Manager

  8. Adding properties to existing interface user

  9. Yardi and prism data mapping overview

  10. Yardi Integration scenarios

Prism and Yardi Integration Overview and Set-up

This integration enables a two-way data exchange between Yardi and Prism, automating workflows, enhancing efficiency, and ensuring data accuracy across the customer's real estate portfolio.

Data flows bidirectionally: properties, units, and tenant information are synced from Yardi to Prism,
while accounting data is synced from Prism to Yardi.

 

Yardi to Prism inbound dataflow:

Yardi acts as the source of truth and will overwrite the data in Prism with each sync. Currently, the integration supports sync of only the following Yardi data fields:

Properties data:

  1. Property name (MarketingName)
  2. Property Code
  3. Address line 1 (AddressLine1) 
  4. Address line 2 (AddressLine2) 
  5. Floors 
  6. City
  7. State
  8. PostalCode
  9. Property type (Only Commercial and Residential types are supported)

Units/Spaces data:

  1. Unit name
  2. Unit ID (UniqueID)

Tenant data (Only those lease ids with status as 'Current' are supported):

  1. Name (LastName)
  2. Lease ID (Tenant tCode)
  3. Email
  4. Address (includes unit name and property address)

Yardi – Prism Mappings:

Yardi properties [Code] Prism properties [Prism property ID]
City city
PostalCode zip_code
Code Yardi_identifier and/or building_identifier
Identification.IDValue industry
Yardi properties [Code] Prism properties [Prism property ID]
MarketingName name
State state
AddressLine1 street_address
AddressLine2 street_address_2
UnitID.value name
Yardi suites [UniqueID] Prism spaces [Yardi identifier]
UnitID.UniqueID Yardi_identifier
Yardi tenants [tCode] Prism tenant companies [Prism TenantID]
LastName name
Email (if available) email
tCode organization_identifier and external_key

 

Prism to Yardi outbound dataflow:

Prism is considered the source of truth. Prism charge codes should match exactly with Yardi charge codes. Charge codes do not transfer from Yardi to Prism and must be manually added to Prism. Currently, the following accounting batch fields are included in the sync:

Prism Batch Accounting variable names:

  1. work_order.description
  2. charge_date
  3. charge_code
  4. charge_code.expense_code
  5. bill_to_organization.organization_identifier
  6. subtotal_cost
  7. work_order.identifier
  8. building.yardi_identifier

Prism Locked Accounting Batches field names:

  1. WO Details
  2. Date on each Charge
  3. Charge Code
  4. Charge Code's Expense Code
  5. Bill To Org's Company ID
  6. Charge Total
  7. WO ID #
  8. Property ID

Prism – Yardi Mappings:

Prism Batch Accounting Variable Name Prism locked accounting batches field name Yardi batches
work_order.description WO details Description
charge_date Date on each charge Transaction Date
charge_code Charge code Charge Code
charge_code.expense_code Charge code's expense code GL Account Number
bill_to_organization.organization_identifier Bill to org's company ID CustomerID
subtotal_cost Charge total Amount
work_order.identifier WO ID # Comment
building.Yardi_identifier Property ID Property Primary ID

 

Note: The actual Prism fields/variables mapped to Yardi fields are customizable by the customer. However, customers are responsible for ensuring their customizations are compatible with the Yardi API.

 

Key Points for Customers:

Data Synchronization:

  1. Floor information doesn't sync from Yardi to Prism currently. Floor sync is planned to be enabled soon.
  2. Only the first and second line of USA addresses syncs from Yardi to Prism.
  3. The integration works for Commercial and Residential properties only.
  4. Only leases marked as 'Current' in Yardi are included in the sync.

Best Practices:

  1. Create a property list in Yardi when setting up a Prism interface user, even for a single property.
  2. Use the "Sync All" option for property synchronization to ensure new Yardi properties are automatically included without manual backend updates.
  3. Sync occurs hourly by default.

Important Notes:

  1. Yardi user data and charge codes are not part of the integration. Charge codes need manual addition in Prism. Yardi charge codes should match Prism charge codes.
  2. The sync only includes specific fields. You may need to manually update or import additional details in Prism.
  3. Floor details for new properties in Yardi require manual updates in Prism.
  4. Building, Tenant Company, suites, floors deletions in Yardi require manual removal in Prism.

Managing Tenant Data:

  1. Yardi Lease IDs become Company IDs in Prism. If a Lease ID changes in Yardi, and it is not updated in Prism; a new Tenant Company is created in Prism during the next sync.

  2. To avoid duplicate entries, update the Tenant Company ID in Prism before the next sync if a Lease ID changes in Yardi.

  3. For tenants with multiple leases, each lease will appear as a separate tenant company entry in Prism. Consider adding the lease ID to the tenant name in Yardi for easier identification in Prism.

  4. When a lease expires in Yardi, it's no longer included in the sync. You'll need to decide whether to remove the corresponding company from Prism or update its ID.

Verify and install Yardi interface license

Make sure that the minimum required version is installed for the following sections:

  1. Interfaces plug-in PIv22 (or higher)
  2. Interfaces common data plug-in (latest version)
  3. Interfaces billing & payment plug-in PIv10.1 (or higher)

To confirm which Interface you are on:

  1. On the left-hand menu select: Administration > About
  2. In the "Installed Plugins" look for:
    • InterfacesPI, the plug-in needs to be PIv22 or higher
    • InterfacesCommonDataPI, the plug-in needs to be on the latest version
    • InterfacesBillingAndPayment, the plug-in needs to be PIv10.1 or higher
  3. Add Prism as a vendor before upgrading to the next plugin, interfaces billing & payment on the latest version will be required:
    • "Prism by Building Engines" - for billing & payment access

If you need additional support on upgrading the plug-in or adding the package, please contact Yardi technical support to request that the add-on package be manually added to the qualified vendor list on Yardi.

  1. Creating a property list

It is best practice to create a property list when setting up an interface user, even if just adding one property. This property list will be used for property configuration setup and creating the interface username.

Steps:

  1. On the left menu select, Setup > Property > Add property list

  2. Enter a unique code (up to eight characters long, typically begins with a period)

  3. Enter the description (suggest entering the name of the account in Prism and adding "Interface Prism")

  4. If available, check "Exclude Model Properties"

  5. List out the properties being integrated with Prism and make sure Percent is listed as 100

  6. Click save

Property configuration setup

Determine if configuring a single property (Option 1) or with a property list (Option 2).

Option 1 – Configure Single Property:

  1. On left menu select, Setup > Property > Review Property
  2. Enter the property code or property name and click Submit
  3. Click Functions
  4. Select Interface Configuration
  5. In the pop-up window, select Billing & Payment on the left-hand side
  6. Scroll through Available Agencies, find and select "Prism by Building Engines"
  7. Click Select, then Save, then close the pop-up window
    • The pop-up window does not provide you a confirmation once saved button is pressed

Option 2 – Configure Multiple Properties with Property List:

  1. On the left menu select: Interfaces > Configuration > Bulk Property Interface Configuration

  2. Enter the property list code

  3. Select Billing & Payment as the Interface type

  4. Select Configure

  5. Highlight "Prism by Building Engines" in the available agencies

  6. Click Save

 

Creating the Interface User Group

Steps:

  1. Within the Administration Dashboard menu, on left menu select: Security > Add Groups or
    Select Add Groups on the Quick Dashboard

  2. Enter a unique code, description, and select iData as the default menu

    • Save

  3. With the interface user group created, we need to set the permissions for your interface group.
    From the left menu, choose Security > Set Permissions or select Set Permissions on the
    Quick Dashboard

  4. Enter the interface group code and click Submit

  5. In the Description field, enter "Interface%", highlight all Access Types

  6. Click Find

  7. Click Edit

  8. Locate the two “Interfaces: Web Service” permission items and set the Access Type
    for each to “Read/Write”

  9. Save

Creating the interface username in Prism

This section will provide step by step on how to create the Interface Username. The username and
password that is setup with this process will allow the interaction between Yardi and Prism. Once
completed with these steps, the credentials will need to be provided to Prism Account Manager.

Before proceeding with the steps below ensure you locate the Account* name in Prism, navigate to Admin on left menu and click the My Account.

*Note: If you do not have administration rights, please contact the Prism Account Manager, and they can provide you with this information.

Note: Administration (iAdmin) Role is being used in the steps below. If you have a custom role, the path may be different.

 

Steps:

  1. Within the Administration Dashboard menu, select: Security > Add Users or Select Add Users on
    the Quick Dashboard

  2. Enter a unique code consisting of a combination of letters and/or numbers up to eight
    characters long for the Code, enterthe account name listed in Prism into the LastName field,
    and enter “Prism Interface” on the First Name field

  3. Under the Security tab:

    • Enter the security group that was created in the Creating an Interface Group section above
    • Enter the property list you have created in the Creating a Property List section above
    • Create a username using the account name stored in Prism. If your account name has spaces,  please replace it with a hyphen (i.e. Yardi Test would be Yardi-Test)
    • Create a password for the Interface user
    • Make sure to not check the Force Password Expiration checkbox
    • Note: Please keep the username and password information available to later provide this to your Prism Account Manager.

  4. Under the Privileges tab, check the “Interface User” and click Save

Connection details with Prism Account Manager

Provide the following information to the Prism account manager:

  1. Yardi VoyagerURL: The URL Prism will use to hit the API (typically looks like: https://www.Yardiasp13.com/[INSERT DB NAME])

  2. Interface Username: username created in the Creating an Interface User section

  3. Interface Password: password that was created in the Creating an Interface User section

  4. Database Name: Yardi database to which Prism will be making the API Call to

  5. ServerName (will always be the same as Database Name)

  6. Platform: SQL Server, Oracle, etc

Locate the following: Database Name, Server Name, and Platform by going to the Administration
Dashboard and using the left menu to navigate to Administration > About.

Steps:

  1. Go to Setup > Property > Review Property List

  2. Enter the property list assigned to the Interface User and click Submit

  3. Enter a new property or property list being added to Prism

  4. Enter 100 percent

  5. Click Save

  6. Follow the Property Configuration Setup section to configure the Interface

  7. The property should sync to Prism within the designated schedule (default is one hour)

 

Yardi and Prism Data Mapping Overview (image below) 

 

Yardi and Prism Integration: Property, Company, and Suite Management Scenarios

This section covers various scenarios for adding, editing, and deleting properties, companies, and suites in both Yardi and Prism systems, as well as how these actions affect the synchronization between the two platforms.

 

Associating suites/floors to tenants in Yardi/Prism Associating leases to tenants in Yardi / Prism Leases is not information we bring over i.e. lease data and other lease information available in Prism

    1. We bring over the T-id which is an identifier that can be associated with a lease in Yardi and thus

Prism Side:

  • Adding a property in Prism

    • We recommend you create the Property in Yardi first and then use sync all option to include this new property in Prism. If you manually add a Property in Prism, please include the Yardi property Code for future syncs to match property IDs in Prism.

  • Adding a property in Yardi

    • We recommend you create the Property in Yardi first and then the sync will include this new property in Prism
    • This property will come into Prism in the next sync and will include the Property Code in Yardi as the Property ID in Prism

  • Editing a property in Prism

    • Prop Name: if the name is changed in Prism but not in Yardi, then upon the next sync the Property name will go back to the original state as per its name in Yardi
    • Prop Address: This will update the address in Prism, but not in Yardi, then upon the next sync the Property address will go back to the original state as per its name in Yardi
    • Prop ID: If changed in Prism and not Yardi, then the linking of these will break and upon the next sync a new version of the property will be added to Prism with the original Property ID

  • Editing a property in Yardi

    • These changes can be vast and have different scenarios in Prism
    • Prop Name: if the name is changed in Yardi it will be changed in Prism
    • Prop Address: This will update the address in Prism
    • Prop ID: this will result in a new property being added to Prism. This is because the Property ID is the Yardi linking identifier. Meaning that if this is changed in Yardi, Prism will recognize this as a new Property and add it accordingly

  • Deleting a property in Prism

    • If not also deleted in Yardi, the property will come back

  • Deleting a property in Yardi

    • If you delete a Property in Yardi, you must then manually delete the property Prism, if you no longer intend to have that property in your portfolio. This will not be removed automatically. If you do not delete the property in Prism, this could result in failed Batch uploads to Yardi, assuming you continue to have charges from that property in those batches
    • If you still intend to run this property in Prism, just not Yardi, make sure to not include it in your Yardi Batches. Create separate Batches for your Yardi Properties and your non-Yardi properties

  • Adding company in Prism

    • We recommend you create the companies in Yardi first and then the sync will include this new Company in Prism. If they manually add a company in Prism, they should include the Yardi lease ID for future syncs to match Company IDs

  • Adding company in Yardi

    • If company is added in Yardi it will be a part of the next sync and be added to Prism

  • Editing company in Prism

    • Company Name: if the name is changed in Prism but not in Yardi, then upon the next sync the Company name will go back to the original state as per its name in Yardi
    • Company Address: This will update the address in Prism, but not in Yardi, then upon the next sync the Company address will go back to the original state as per its name in Yardi
    • Company ID: If changed in Prism and not Yardi, then the linking of these will break and upon the next sync a new version of the Company will be added to Prism with the original Company ID

  • Editing company in Yardi

    • These changes can be vast and have different scenarios in Prism
    • Company Name: if the name is changed in Yardi it will be changed in Prism
    • Company Address: This will update the address in Prism
    • Company ID: this will result in a new Company being added to Prism. This is because the company ID is the Yardi linking identifier. Meaning that if this is changed in Yardi, Prism will recognize this as a new company and add it accordingly.

  • Deleting company in Prism

    • If not also deleted in Yardi the property will come back

  • Deleting company in Yardi

    • If you delete a company in Yardi, you must then manually delete the company Prism, if you no longer intend to have that company in your portfolio. This will not be removed automatically. If you do not delete the company in Prism, this could result in failed Batch uploads to Yardi, assuming you continue to have charges from that company in those batches. If the Suite exists in Yardi still then it will come back.
    • If you still intend to run this company in Prism, just not Yardi, make sure to not include it in your Yardi Batches. Create separate Batches for your Yardi Properties and your non-Yardi properties

  • Adding suite and floor info in Prism

    • Floors are not currently something we bring in
      We recommend adding suites in Yardi and having the sync occur to bring them over
      If you do add a suite in Prism Please do so via the import so that you can link the Yardi Identifier

  • Adding suite and floor info in Yardi

    • Floors are not currently something we bring in
    • Adding a suite in Yardi is recommended once added to Yardi the suite will come to Prism

  • Editing suite and floor info in Prism

    • Floors are not currently something we bring in
    • Floors can be changed in Prism and will hold
    • Names, if changed in Prism will revert to the original name if that is its name in Yardi
    • Changing the tenant in Prism will not hold if there is a different tenant defined in Yardi

  • Editing suite and floor info in Yardi

    • Floors are not currently something we bring in
    • You can edit the suite to be on a different floor as we do not check that currently
    • Changing the name will affect the name in Prism upon the next sync
    • Changing the tenant will change the tenant in Prism

  • Deleting suite and floor info in Prism

    • Floors are not currently something we bring in
    • If the Suite exists in Yardi still then it will come back

  • Deleting suite and floor info in Yardi

    • Floors are not currently something we bring in
    • You will need to then check and delete them manually in Prism
  •  

If you require any additional information, please contact: Integrations@buildingengines.com

 
 

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