SmartCentral supports a number of process scheduler options to automate routine processes. The scheduler is accessed from its own tab under Account > Org Setup
These options can be used individually or in combination. Where it makes sense the options can use parent tags and filters to selectively apply the action to a group.
Submit Direct Debit Batch
Create / Update Fee Projection
Below is a suggested schedule for a centre depending on whether they run on a weekly or fortnightly billing cycle. This is our recommendation but you can adjust it to your particular needs
For centres billing weekly.
Schedule your attendances to be submitted weekly on a FRIDAY night. This ensures the attendances are at CCS for processing over the weekend and improves the odds that CCS payments will be received on Monday. Ensure you have reviewed the rolls for each day before the end of Friday so that accurate data is sent to CCS.
Schedule your statements to go out weekly on TUESDAY. This caters for late processing by CCS when they have weekend outages. The statement date range will always be the same length as your schedule cycle so a weekly statement will include any transactions in that 1 week; including charges, payments, miscellaneous fees, adjustments or CCS/ACCS.
Schedule your direct debit batches to go out on WEDNESDAY night. The arrival of the statement the day before serves as a reminder to the parent. If the parents are given a steady schedule they know what to expect.
When the Fee Projection scheduler runs it will always create projections for as many weeks as your projection cycle, starting either 1 or 2 WEEKs AHEAD of when the batch is run.
If billing on a 1 week cycle but 2 weeks ahead you will need to create the first week manually then set the schedule to run weekly 2 WEEKs AHEAD. Set the schedule to run on MONDAY to be included in the statements and direct debit runs.
Always turn on the option to run ‘Update Batch Nightly’. This will pick up any changes to bookings or CCS entitlements.