When to Run Batch Processes

When to Run Batch Processes

TMA Resources recommends that you run specific batch processes daily, monthly, as-needed, and optionally.

Daily Processes

Process	Purpose	Recommended Timing	Use Job Scheduler?	Financial Impact?
CCP610	Settle credit card transactions	Daily (approximately 10 minutes prior to network processing)	Yes	Yes
CCP1401	Compare processed credit cards to batches	Daily	No	No
Post & Finalize Batches	Post or finalize all open batches to ensure that receipts are grouped properly	Daily	No	Yes
LCK100	Lockbox processing	Daily or other	No	Yes
FAR504	Spot-check transactions for a specific account	Monthly or as needed	No	No
FAR505	GL Account Summary - compare to bank deposits during Cash Reconciliation	Daily, Weekly, or Monthly	No	No
MBR900	Membership updates	Daily	Yes	No

Monthly Processes

Process	Purpose	Recommended Timing	Use Job Scheduler?	Financial Impact?
FAR504	Spot-check transactions for a specific account	Monthly or as needed	No	No
FAR505	GL Account Summary - compare to bank deposits during Cash Reconciliation	Daily, Weekly, or Monthly	No	No
ADV620	Advertising invoices	Daily or Monthly	No	Yes
FAR610	Aged Receivables - see amounts owed and produce statements	Daily, Weekly, or Monthly	No	No
FAR620	Customer balance analysis (in tandem with FAR610)	Monthly	No	No
FAR670	Revenue Recognition	Monthly	No	Yes
FAR695	Balance writeoffs	Monthly or Annual	No	Yes
FAR700	GL Transfer process	Monthly (could be more often)	No	Yes
FAR800	Voucher Transfer process	Immediately before each AP check run	No	No
FAR801	Voucher Vendor Transfer process	Immediately before each AP check run	No	No
MBR900	Membership updates	Monthly	Yes	No
FAR802	Voucher check information update	After each check run	No	No
FAR803	Voucher vendor number update	After each check run	No	No
MBR655	Create renewal notices	Monthly, Annually	No	No
ORD650	Renewal orders created for next year	Monthly, Annually	No	Yes
SUB655	Create renewal notices	Monthly, Annually	No	No

As-Needed Processes

Process	Purpose	Recommended Timing	Use Job Scheduler?	Financial Impact?
ORD660	Batch invoices	As needed	No	No
SUB670	Issue fulfillment for subscription products	Based on publication schedule	No	No
Waitlist cleanup (manual process)	Cancel waitlist orders	After meeting	No	Yes, if payment received
Short-paid meeting cleanup	Activate or cancel short paid meeting orders	After meeting	No	Yes
FAR500	Sales/Invoice Register	As needed	No	No
FAR501	Sales Adjustment Register	As needed	No	No
FAR502	Receipt Journal	As needed	No	No
FAR503	Invoice Analysis	As needed	No	No
FAR506	Customer Transaction Analysis	As needed	No	No
CUS600	Updates Segments (Affiliate Management)	Schedule based on turnover	Yes	No
SUB671	Fulfill back issues for single-issue orders	As needed	No	No

Optional Processes

Process	Purpose	Recommended Timing	Use Job Scheduler?	Financial Impact?
INV620	Mark orders as shipped	Daily, weekly	No	Yes, if finalize shipping and invoice parameter is set to 'Y'
ADV500	Advertising short rate/rebate processing	Annual	No	Yes
CUS520	Seasonal address swapping	Daily if seasonal addresses are used	No	No
CUS590	Duplicate customer identification	As needed	No	No
CUS595	Duplicate customer merge	As needed	No	No
INV635	Back order processing	Upon receipt of inventory	No	No
MBR700	Member counts for subgroups	Monthly	Yes	No
MTG700	Cancel an entire meeting	As needed	No	Yes
MTG900	Waitlist activation process	As needed	No	Yes, if payment exists
ORD500	Cancel expired orders ("proforma" for X months)	As needed	No	Yes, if short pay is reject and there are partial payments
ORD505	Update "Year to Date Sold" counts	Annual	No	No
SUB500	Hold unpaid subscriptions	As needed	No	No
XBT600	Exhibitor points calculation	As needed	No	No
FAR680	Deferred receipt processing	Based on payment schedules	No	Yes
Review TRS status screen	Review submitted processes	As needed, periodically	No	Some processes