In this tab accruals within the order are created. 

The addition is Create accruals in Environment - Invoicing.

The amounts are divided into ...

  • billing codes OR activity types on accruals for expenses

  • billling codes on accruals for revenues. 

In the basic data certain activity types are stored in the billing data. They are read and shown automatically at use.


Description of the fields in the accrual line

The explanation of the fields in the accrual line is also valid for the topic Create accruals in Environment - Invoicing.

Field

Explanation

Voucher type/Account type

The voucher type [LR] with the account type [K] is preallocated with the settings in the basic data. The combination of voucher type ↔ account type depends on the voucher type.

The voucher type defines additionally whether they are accruals for revenues or expenses.

  • LR stands for incoming invoices/payables → an accrual for expenses.
  • R  stands for outgoing invoices/receivables → an accrual for revenues.

Voucher type


Please select in the dropdown list the entry for

  • incoming invoices (LR),

  • incoming credit notes (LG),

  • incoming invoices (R),

  • incoming credit notes (G).

Account type
Address code
Name

Please select the invoice issuer or recipient via the address code.
The search function is available in the Account field.

The automatic display of the account type depends on the selected voucher type.
When using mixed accounts, the preallocation is always G.

The address name is displayed after the selection and is non-editable.

Billing code

Please select the billing code to which the accrual is created.

After the selection of the billing code, the activity type assigned in the basic data is automatically displayed. It is also non-editable.

Unless it is set in the basic data that accruals are to be recorded for each activity type. Then the activity type is activated.
→ Setting in the Incoming invoice tab in INVOICING in COMPANY → Field Create accruals per activity type.

Activity type

Select the activity type for the accrual.

CUR. (currency)

 

Enter the currency key.

Every accrual in the mask can be created with a different currency and the corresponding R.O.E.

R.O.E.

Is non-editable and displayed in grey if the house currency is entered.

Becomes a required field if a foreign currency is entered in the CUR. field.

→ If a daily rate has been/is entered in the basic data, this field automatically displays the R.O.E. from the basic data.
→ It can be overwritten.

Period (Booking period)

The preallocation of the booking period is a setting from the basic data.
The booking period can be drawn from different date fields.

In agreement with the financial interface, it is fundamentally determined in your company in which booking period is the bookings are to be booked, whether the booking period can be changed during the voucher creation or whether it is changed via the interface to the financial accounting.

Posting text

The posting text can be recorded for each line.

  • It is transfered to the financial accounting if setted accordingly in the basic data.
  • The field Posting text is displayed in the Account sheet → Open accruals  tab.
  • If open accruals are used in the incoming invoicing, this posting text from the accrual is displayed in the billing line.

The field posting text can be declared as a required field → Extras tab in REQUIRED FIELDS.

Cheque paid

The checkmark for Cheque paid can be set for each line.

Save accrual

Accruals can be saved via:

File → Save

Strg + S

Disc icon

Context menu → Save accrual

Incorrect entries can be stopped via the context menu entry: 
→ Stop processing
→ All data is reset.

Numbering of the accruals

Every booking of an accrual creates an own consecutive accrual number.
The number range is read from the basic data INVOICING in COMPANY → Number range tab.

The accruals are displayed by the line.
The consecutive number of the accrual can be seen on the tabs Overview accruals and Open accruals.

Accrual entry for different voucher types

Accrual Entry for Incoming Invoices (LR)

An accrual for an incoming invoice is displayed with the voucher type LR.

The belonging personal account is expected to be K (creditor account) and is displayed accordingly in the line.

Accrual Entry for Outgoing Invoices (AR)

An accrual for an outgoing invoice is displayed with the voucher type R.

The belonging personal account is expected to be D (debtor account) and is displayed accordingly in the line.

Accrual Entry For Outgoing Credit Notes (AG)

An accrual for an outgoing credit note is displayed with the voucher type G.

The belonging personal account is expected to be D (debtor account) and is displayed accordingly in the line.

Accrual Entry For Incoming Credit Notes (LG)

An accrual for an incoming credit note is displayed with the voucher type LG.

The belonging personal account is expected to be K (creditor account) and is displayed accordingly in the line.

Accrual entry in foreign currency

If a currency different from the house currency is selected in the field CUR. (Currency), the field R.O.E. is activated and becomes a required field.

Please enter the [Amount in foreign currency (= USD 600,00)] into the Amount field.

A conversion with the indicated R.O.E. to the house currency is immediately carried out.

The amount converted into the house currency is displayed on the Overview accruals, Open accruals and Account sheet tabs.
The corresponding total balance is also created.

The Open accruals tab displays the foreign currency amount in the foreign currency including the R.O.E. indication and converted into the house currency:

Foreign curreny amounts in the accruals report

To display foreign currency amounts in the accruals report the following fields exist in the table spktoruebuch_t:

  • fk_wg_sch

  • umrechnungskurs 

  • betrag_ausgaben_wg 

  • betrag_einnahme_wg

The fields are filled when creating, dissolving or canceling accruals.

Accrual entry only with positive amounts

If the checkbox Accruals with positive amount only in the basic data COMPANY → INVOICING → Administration tab is activated, you can only create accruals with positive amounts.

If you create an accrual with a negative amount (-), a CargoSoft information appears, stating that this amount is not allowed.

After confirming the information, the Amount field is cleared.
→ A negative accrual cannot be saved.


This function is activated in the accrual creation in the following sectors of the modules:

  • Order tab → Account sheet tab → Create accrual tab

  • Order tab → Invoicing tab → Mask Create automatic accrual when saving the outgoing voucher. If this function is activated.

  • Airfreight Export → Order tab → AWB Data tab → Sub tab Other Charges

  • Menu Environment → Controlling → Account sheets

  • → The CASS accrual is the only exception.

Field Posting text in accruals

The field Posting text can be declared as a required field for the outgoing invoicing.
→ Select the Extras tab in REQUIRED FIELDS. 

Example from the automatic CASS billing

The field Posting text is displayed in the Open accruals tab in the Account sheet tab.
→ The entry in the field is made in the tabs Create accrual or Split accrual.

If open accruals are accessed in the incoming invoice, the posting text from the accrual is also displayed in the voucher item line. 

Field Cheque paid

Create Accruals for which Cheque Payment is expected

Authorization object for the cheque journal: STATSCHECK

Used reports:
Cheque print SCHECKA   scheck_auto.rpt
Cheque journal  SCHECKJ scheckbuch.rpt

Accruals can be marked with a special indicator Cheque paid during the creation.
Create the accrual as usual and set the cheque indicator in the field Cheque paid.

A report (=cheque) can also be printed upon the entry (Print via Environment menu → Invoicing → Cheque journal).
→ For this, activate the checkbox Print cheque upon entering on the Administration tab in INVOICING in COMPANY.

Closing an accrual in the incoming invoicing

If only file lines with activated Cheque paid are located later on in the accruals in the incoming invoicing, the incoming invoice is automatically marked with the indicator Paid.

Numbering cheque accruals

If desired, you can an individual number range for these accruals. You then receive separate consecutive numbers (= cheque number) for this accrual.

Select COMPANY → INVOICING → Number range tab and enter the desired number range into the field Cheque recording.




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