Overview
The Automated Scheduled Charges Workflow sends scheduled-charge preview information by email on a recurring day configured for each property.
This workflow generates and distributes a preview journal. It does not automatically create invoices.
Configure The Workflow
To configure the workflow:
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Go to Setup > Properties.
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Open the property.
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Open Charge Controls.
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Complete the following fields:
GSC Process Day
Select the day of the month when SIRE should generate and send the scheduled-charge preview.
The available values represent days from 1 through 31. If day 31 is selected and the current month has fewer than 31 days, the process runs on the last day of that month.
Send To
Select the email addresses that should receive the preview journal.
The list can include available Intacct users. You can also add an email address using the add option.
At least one recipient is required when a GSC Process Day is configured.
Automated Email
On the configured process day, SIRE:
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Identifies properties scheduled for that day.
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Generates the scheduled-charge preview.
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Sends the preview information to the configured recipients.
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Includes a summary of the properties processed.
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Includes current charges, previous charges, and charge differences.
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Attaches the preview journal in PDF and Excel format.
The email may include multiple properties configured for the same company and process day.
Open The Preview Journal
The email includes a link to the scheduled-charge preview.
When the recipient is already signed in, the link opens the preview journal directly.
When the recipient is not signed in, SIRE opens the login screen with the company and user information prepopulated.
The link is available for a limited period after the email is sent.
Generate Invoices
The automated workflow only prepares and sends the preview.
To create invoices:
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Open the preview journal.
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Review the scheduled charges.
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Select Post Charges.
Frequently Asked Questions
Does The Automated Workflow Create Invoices?
No. It generates and emails the preview journal. Invoices must be created manually by selecting Post Charges after reviewing the preview.
Where Do I Configure The Process Day?
Go to Setup > Properties, open the property, and select Charge Controls.
Can I Send The Preview To More Than One Email Address?
Yes. Add multiple recipients in the Send To field.
What Happens If I Select Day 31?
If the month does not have 31 days, the workflow runs on the last day of that month.
What Information Is Included In The Email?
The email includes the properties processed, current charges, previous charges, charge differences, and PDF and Excel versions of the preview journal.
Can I Open The Preview Later?
Yes, but the link included in the email is available only for a limited period. You can also generate a new preview from Tasks > Manage Charges > Process Scheduled Charges.