Managing Accounting Playbooks

You can use the Actions on the Manage Accounting Playbooks tab to create a restore a default year end playbook template, generate playbooks and remove and replace users.

Creating or Restoring a Default Year End Playbook Template

You can create one or more default playbook templates that contain all the default playbook task templates that we recommend for the year end process. If you make changes to the default template that you no longer require, you can easily restore the default template by creating a new default template with the same name to replace the existing one.

To create or restore a default year end Accounting playbook template:

  1. Navigate to the Manage Accounting Playbooks page.
  2. In the Action panel, click Create or Restore a Default Year End Playbook Template. The Create or Restore a Default Year End Playbook Template window displays.
  3. [Optional] You can amend the Playbook Template Name if you want to create more than one default playbook template.
  4. [Optional] To replace an existing default playbook template, select Replace Existing Template.
  5. Click Launch.

You will be notified by email when the playbook tem-late is created. For details of the default playbook task templates included in the default year end playbook template, see Year End Playbook Templates.

Generating Playbooks

You can easily generate period end and year end playbooks from an existing accounting playbook template.

Warning:

Before generating playbooks, we recommend checking that the playbook owner for the accounting playbook template that you want to select, and the assignee and approvers for the linked playbook task templates are already specified.

Note:

Ensure that the accounting playbook template that you select has one or more accounting playbook task templates associated with it. To do so, you can perform either of the following:

  • Create new accounting playbook task templates from the Accounting Playbook Task Template page and specify the accounting playbook template on them.
  • Create new accounting playbook task templates from the accounting playbook template related list.

For more information, see Creating Accounting Playbook Task Templates.

To generate a period end playbook:

From the App Launcher, navigate to Manage Accounting Playbooks.

  1. Click Generate Period End Playbooks in the Action tab. The Generate Period End Playbooks window displays.
  2. Select an accounting playbook template and click Next.
  3. The periods of the current, previous, and the following year are displayed. Select one or more periods to create the playbooks. You can filter the list by searching for specific periods, company, or period end date.
  4. Click Generate.You will receive an email when the process is complete.

To generate a year end playbook:

  1. From the App Launcher, navigate to Manage Accounting Playbooks.
  2. Click Generate Year End Playbooks in the Action tab. The Generate Year End Playbooks window displays.
  3. Select an accounting playbook template and click Next.
  4. The available companies and years are displayed. Select one or more companies to create the playbooks. You can filter the list by searching for specific years, company, or year end date.
  5. Click Generate.You will receive an email when the process is complete.

What Happens when the Playbook Generation Process is Complete?

Once the process is complete and the period end playbooks are generated along with their related tasks:

  • You can view the generated playbooks on the Accounting Playbooks list view page. The generated playbooks are displayed as CompanyName PeriodName TemplateName or CompanyName YearName TemplateName. For example, if the Company name is ABC, the template name is Template, and the period selected is 2022/05, the generated playbook will be ABC 2022/05 Template. You can use the list views to view only period end or year end playbooks.
  • You can also rename the playbooks if you want. The character limit for the playbook name is 80 characters. If CompanyName PeriodName TemplateName is more than 80 characters, then the first 50 characters of the company name, the first 8 characters of the period name, and the remaining characters until 80 are used from the template name.
  • You can view a list of tasks associated with the playbook in the Related tab. The playbook tasks generated for each playbook are derived from the playbook task templates associated with the playbook template that you selected.
  • If you have created a year end playbook from the default year end accounting playbook template, you can run a validation process to ensure that the default tasks contain the expected information. Tasks are only validated if their status is "Not Started". For more information, see Year End Playbook Templates.
  • All the fields of the related tasks are auto-populated and the due date for each task is defined by counting the number of days in the Calculate Due Date field of the task template from the associated playbook’s start date. For example, if the playbook start date is April 30 2023 and the Calculate Due Date field in the task template has the value 4, the due date of the task will be May 3 2023.
  • If there is any error during the playbooks generation process, all playbooks generated by the process are deleted automatically. The errors can be reviewed in the Process Run object associated with the process. Check your email for a link to the process log.