Configuring the Payroll Batch Scheduled Processes

The PrismHR Import Payroll Batch process uses two separate but related scheduled processes to import and process payroll details, billing vouchers, and pay groups from PrismHR. This breakout was done to prevent system performance issues that could arise when large payroll batches are processed.

We retrieve the batch status from Prism.

  • If the batch is not Complete in Prism, we do not process it. The batch status remains in the status it is in (Pending, Reporting, etc.)

  • If the batch is Complete in Prism, that signals ClientSpace to place a check mark in the Sync with PrismHR checkbox on the Payroll batch record which triggers the Prism Import Payroll Batch Sync scheduled process (described below) to run at the appropriate time.

The two scheduled processes are:

  • PrismHR Import Payroll Batch Ongoing: Runs first to process basic payroll information.

  • PrismHR Import Payroll Batch Sync: If the Sync with PrismHR checkbox is checked, the Prism Import Payroll Batch Sync process runs and billing vouchers, pay groups, and costs based on employee count information are processed. This process is set by default to only run on weekends.

Note: 

  • Both the PrismHR Import Payroll Batch Ongoing and PrismHR Import Payroll Batch Sync scheduled processes are Active by default.

  • Both the PrismHR Import Payroll Batch Ongoing and PrismHR Import Payroll Batch Sync scheduled processes have a default limit of 250 payroll batch records that may be returned for processing at one time. The BillingBatchCount parameter for the PrismHR Import Payroll Batch Complete scheduled process is editable in the PrismHR API configuration Additional Parameters.

To edit the PrismHR Import Payroll Batch Ongoing scheduled process default settings:

  1. Go to System Admin > Advanced > Scheduled Processes.
    The Scheduled Processes Admin dashboard opens.
  2. Click Jump to open PrismHR Import Payroll Batch Ongoing.
    The form opens.
  3. Determine the frequency of when to run the process and complete the following settings.

Frequency

Specify how often to run this process. This is a numeric field. The default setting is 1 minute. This means that the process will poll the system every minute until it finds records to process.

Frequency Type

Select a type: Daily, Hourly, Minute, Monthly, Weekly, Yearly. The default setting is Minute.

Next Run Date

Use the date picker to select the next run date.

Next Run Time

Specify the time of day. The default setting is 12:00 a.m.

Valid Days

Select valid day(s) of the week for the process to run. The default days all days of the week.

Max Run Minutes

Specify how long this process can run. The default setting is 60 minutes.

Sleep Window Settings

Specify the time frames when the process should not execute. The default days are all days of the week between the Start Time of 2 AM and End Time of 5 AM.
  1. Is Active is checked by default. If you do not want this scheduled process to run, uncheck (i.e., clear) the Is Active checkbox.
  2. Is System is checked by default. Only a developer or other user with special access can delete a scheduled process flagged as Is System.
  3. Click Save.

To edit the PrismHR Import Payroll Batch Sync scheduled process default settings:

  1. Go to System Admin > Advanced > Scheduled Processes.

    The Scheduled Processes Admin dashboard opens.
  2. Click Jump to open PrismHR Import Payroll Batch Sync.
    The form opens.
  3. Determine the frequency of when to run the process and complete the following settings.

Frequency

Specify how often to run this process. This is a numeric field. The default setting is 5 minutes. This means that the process will poll the system every 5 minutes until it finds records to process.

Frequency Type

Select a type: Daily, Hourly, Minute, Monthly, Weekly, Yearly. The default setting is Minute.

Next Run Date

Use the date picker to select the next run date. (Initially this is set for you.)

Next Run Time

Specify the time of day. The default setting is 8:00 PM.

Valid Days

Select valid day(s) of the week for the process to run. The default days are Saturday and Sunday.

Max Run Minutes

Specify how long this process can run. The default setting is 120 minutes.

Sleep Window Settings

Specify the time frames when the process should not execute. The default days are Monday, Tuesday, Wednesday, Thursday, and Friday between the Start Time of 2 AM and End Time of 7 PM.
  1. Is Active is checked by default. If you do not want this scheduled process to run, uncheck (i.e., clear) the Is Active checkbox.
  2. Is System is checked by default. Only a developer or other user with special access can delete a scheduled process flagged as Is System.
  3. Click Save.

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