System configuration for month end process

Procedure

Complete the following steps to set up soft freeze in Zuora Revenue:

1. Navigate to Setups > Application.

2. Click   to open the side menu and then click Soft Freeze.

3. On the Soft Freeze page, select Jobs for the Type field. The predefined programs are listed.

4. To prevent a program from running during the month-close or month-open process, select the program line and set the Lock column value to Yes.

5. In the Period Status column, choose the phase when you do not want to program to run. Valid options are as follows:

   • Pending Open: The select job or action cannot be executed when you are opening the period. The program is available to be run only when the period is opened.

   • Pending Close: The select job or action cannot be executed when you are closing the period. The program is available to be run only when the period is closed.

   • Both: The select job or action cannot be executed when you are opening or closing the period.

6. Click  to save your changes.

7. Select Actions for the Type field and repeat Step 4 ~ 6 to prevent an action from being executed.

Result

Depending on your settings for the soft freeze, when the current period status changes to Pending Close or Pending Open, the locked jobs or actions cannot be performed.

Before you begin

• Before you create a period-close or period-open template, identify the tasks to be added to the template. The following types of tasks can be added to the template:
  • Program: Run a predefined program as a background job.
  • Manual: Complete a user-defined task offline.
  • Reporting: Run a predefined report.

  For information about required period-close or period-open tasks, see Period-close activities or Period-open activities.

• If you want to add a task of the program type, you must first create a background job to map this program in Zuora Revenue. Complete the following steps to create a background job for the program:

  1. Navigate to Setups > Applications.

  2. Click  to open the side menu and click Background Jobs. The predefined programs are all listed on the Background Jobs page for your reference. They are not editable.

  3. Locate the predefined program that you want to run and write down its procedure name.

  4. Click the New Job icon   to create your own job. The New Job window is displayed.

  5. In the Job Details tab, specify the detailed information of this job.

     Field Name	Description
     Program Name	Provide a unique and meaningful name for this job. It cannot be the same as the predefined program name.
     Procedure Name	Specify the procedure name that you wrote down in Step 3.
     Period Type	Select the phase that you want this program to be available for the template: Open: This program can be added to the period-open template. Close: This program can be added to the period-close template. Both: This program can be added to both the period-open and period-close templates.

  6. Specify other fields as necessary and toggle the Enabled switch to Yes.

  7. Click . The job is created.

  8. Click the Program Parameters tab and specify the parameter values as necessary.

  9. Save your changes and close the window.

  10. Repeat this procedure for other programs that you want to add to the template.

Procedure

Complete the following steps to create period-close or period-open tasks and then add them to a template:

1. Create the period-close or period-open task for each of the tasks that you want to add to the template.

   1. Navigate to Policies > Period Open/Close Tasks.

   2. To create a task, click the New Task icon .

   3. In the New Task window, provide the detailed information of the task.

   4. Click . The task is created.
   5. Repeat the above steps to create other tasks to be included in your template.
2. After all the tasks are created in Zuora Revenue, create the period-open or period-close template with these tasks added and sorted.

   1. Navigate to Policies > Period Open/Close Templates.

   2. Click the New Template icon to create a template.

   3. In the New Period Template window, specify a unique name for the template in the Name field.

   4. In the Activity Type field, specify whether this is a period-close or period-open template.

   5. In the Available Books section, select the books to which you want to associate this template, and then click the right arrow icon to add your selection to the Selected Books section.

   6. Toggle the Enabled switch to Yes to enable this template.

   7. Click . This template is created.

   8. Click Assign Tasks to add tasks to this template.

   9. To add a row for a task, click .

   10. In the Task Name column, select the task to be added to this template. The Task Type, Activity Type, and Report/Job Name columns can be automatically populated based on the task definitions.

   11. Use the Mandatory column to mark this task as mandatory if necessary.

   12. Set the Enabled column to Yes to enable the task.

   13. Add as many tasks as you need and use the Seq column to specify the sequence in which the tasks must be performed.

   14. Save your changes and close the window.

Result

The period-close or period-open template is created and enabled. When a user wants to close or open a period, the user must complete all the tasks defined in the template first.

What to do next

If you do not need the template, hover your mouse over the line and click  to edit it. Then, in the Edit Period Template window, toggle the Enabled switch to No and save your changes. The disabled template will be removed from the Period Open/Close Templates page.

To enable a previously disabled template, click Show History. All the disabled templates are listed for you to enable. After you enable one template, go back to the Period Open/Close Templates page, locate it, and make changes if needed.