Accounting Batch Exports

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.

Common use cases include:

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

(1) How to Set Up a Batch 

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

(2) Setting Up Batch Details

1. Choose between billable and payable batches
2. Set "Filter by" option (Recommended: Date Closed or Date Completed)
   1. Note: Task status must be Completed or Closed
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 Reservations, Preventive, Inspections)

(3) 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)

(4) Selecting Properties

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

(5) Review selection and Save Changes

1. After Saving your batch, it will be in a "Draft" status.
2. Clicking on the option icon on the of your batch in the grid will allow you to:
   1. Export 
      1. Export as Draft
      2. Export and Lock Batch
   2. Invoice (PDF Export)
   3. Invoice & Summary (PDF Export)
   4. Delete (To delete Draft)
3. Click "Export" to lock Batch

(6) Exporting from a Locked Batch

1. In the Accounting > Batches tab, click on the options icon of your batch to:
   1. Export PDF Invoices
   2. Export PDF Invoices & Summaary
   3. Publish Invoice to My Files
   4. Publish Invoice & Summary to My Files
   5. Download - To download a CSV spreadsheet of your batch according to your batch template.
   6. Unlock Batch (Permission Required) - Click here to learn how to How to unlock a batch

Import/Export Considerations

• Created batches will be available on the batch page for download
• The CSV is determined by the Batch Template selected. Click here to learn about Creating a Batch Template
• 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.