This guide will walk you through the process of creating a customized batch template in Prism's Accounting Module. Batch templates are essential for streamlining financial data transfer between your property management operations and various accounting systems.
Required Permissions: Before you begin, ensure you have the following permissions: "Can Manage Accounting" and "Can Manage Batch Templates" If you don't have these permissions, please contact your System administrator.
Looking on how to Export a Batch? Click here
Creating a Batch Template in Prism: A Step-by-Step Guide
Step 1: Access the Accounting Module
- Log into Prism
- Navigate to the Accounting Module
Step 2: Create a New Template
- Go to Accounting > Templates
- Click on the "+ Create Template" button
Step 3: Configure Template Details
- Name your template
- Search and Select fields you would like to include as columns in this template.
- Add appropriate columns and fields to match your accounting system's requirements
- Ensure all necessary data points are included (e.g., constants, work order numbers, building IDs, tenant IDs, charge codes, costs)
- You can also re-arrange the order of the columns by dragging and dropping.
Step 4: Save and Test
- Click "Save" to store your template
- Test the template by creating a batch and exporting it
Once your batch template is created and tested, you can use it when creating or scheduling batches.
Click here to learn more about Creating a Batch
FAQs for Creating Batch Templates in Prism
Q: Can I create multiple templates for different accounting systems?
A: Yes, Prism allows you to create and save multiple accounting templates. This flexibility enables you to work with various accounting systems as needed.
Q: How do I know which fields to include in my template?
A: The fields you include should match the requirements of your specific accounting software or what you're looking to export. Consult your accounting system's documentation or speak with your accounting team to determine the necessary fields.
Q: Can I modify a template after I've created it?
A: Yes, you can edit existing templates. Navigate to the Templates section in the Accounting Module, select the template you wish to modify, and make your changes.
Q: What should I do if my exported batch doesn't import correctly into my accounting system?
A: First, review your template to ensure all required fields are present and correctly formatted. If issues persist, contact the Prism Support Team for assistance in troubleshooting and adjusting your template.
Q: Is there a limit to how many columns or fields I can add to a template?
A: While there's no strict limit, it's best to include only the necessary fields for your accounting system to keep the template manageable and efficient.
Q: Can I share my template with other users in my organization?
A: Templates are typically available to all users with the appropriate permissions on your account.
Q: What should I do if I need a field in my template that doesn't seem to be available in Prism?
A: Contact the Prism Support Team. They can advise if the field is available under a different name or if a custom solution can be implemented.
Q: How can I test my new template without affecting live data?
A: You can create a test batch using a small date range or limited property selection. Export this test batch and attempt to import it into your accounting system. This allows you to verify the template's functionality without impacting your actual financial data.