Carry forward accruals (month-end closing)
Create general file accruals as file in the order
The general file has to be generated for each month if the month is content of the file number definition.
Pls see chapter Generate an own file number.
The closing of the open accruals is carried out via the generale file.
The file no. that serves as generale file for accruals, has to be created as a common file no. in the order.
Otherwise it can not be used for the month-end closing, as no relating file no. exists.
The generale file could have at best always (each month) the same last digit.
Thus every user knows, that this specific ending is the generale file.
The note generale file or any other title in a specific field describes this file number as pure accounting file.
Carry forward open accruals
This function carries forward open accruals to a generale file for the month-end closing (closing the files for the further processing).
→ Created accruals do therefore not get lost.
The closing of the accrual can be carried out to a later time on the generale file.
Close files in the order
The month-end closing within a file can be done at two places in the order.
When closing a file, the system checks whether open accruals are still existing.
Variante 1: Header data
On the Order tab → Header data tab → Context menu → Close file.
Variante 2: Account sheet
On the Account sheet main tab → Account sheet tab → Context menu → Close file.
A CargoSoft Information is displayed automatically if there are there still open accruals in the file.
The function Month-end closing accruals is automatically displayed as a new tab if the CargoSoft information displayed above is confirmed with OK.
Enter the number of the generale file (accruals)… and select the context menu command Enter file into all empty lines.
The file no. for general accruals entered manually in the field File for dissolution or called up using the search function.
Close the additional tab Month-end closing accruals via the cross to save the entries.
After that the file number for dissolution (= general file) is shown beneath the original file no. on the tabs Overview accruals and Open accruals in the Account Sheet.
Close files in the File menu → Files
To carry out a collective file month-end closing, select the File menu → Files → Close files.
This enables closing multiple files at once, e.g. of a timeframe or of an editing area.
Select the section that is to be closed from the search mask. This can e.g. be files, departments, or service months.
All files are displayed after you have started the search with F3.
Click the button Start closing to start the closing. The application checks for each file if open accruals are existing.
The message is displayed for each file with open accruals. After confirming with OK an additional tab Month-end for Accruals is opened per file.
Multiple closing: Carry forward all open accruals of a period to a generale file
Select the Environment menu → Invoicing → Month-end closing accruals.
The search mask shows all fields to search for accruals. Y
ou can either search for file numbers and booking periods of a certain period or other criteria according to your own requirements.
A tab Month-end closing accruals opens automatically showing the results of your search criteria. The list consists of one line per open accrual.
Enter the generale file number (accruals) for the next month into the blank fields underneath File for dissolution.
If the number of the generale file (file for dissolution) is entered in the upper field and this applies to all displayed accruals, it is possible to select the context menu command Enter file into all empty lines.
Thus, open fields of File for dissolution are automatically filled with the accrual general from the upper field.
After you have recorded the the general file accruals, please save the entry with the Save icon in the icon bar and close it with the cross.
After you have closed the mask, it is once again asked if the file is to be closed.
- Confirmation with Yes → The file is closed and in the view-mode.
Search file for dissolution (generale file)
Search for the generale file in the context menu of the search result → Search file for dissolution.
After you have entered the service month and have left the field with the TAB key or F3 key, the search is started directly.
The search result displays files for dissolution (eakopf_t.auf_status = *General*).
One or more lines from the result can be accepted by checking the checkboxes.
If multiple lines are selected in the search result, the fields Main department and Sub department are compared during the transfer and only the compatible files are accepted. The field File for dissolution is only filled if it is blank.
If only one file is accepted, it is accepted into all (blank) files.
Display in the generale file accruals
In the generale file all open accruals of various files are booked and displayed in the account sheet. Each line displays the original file number of the open accrual.
Carry forward accruals for automatic CASS accrual
If the function Carry forward accruals is activated in the basic data, creating the automatic CASS accrual via the F6 menu is required in order to close the file.
With the authorisation object POSABSCHLAIROK, you can close the file WITHOUT having created the accrual in the F6 menu. The checkmark for Create must be set in the authorisation object!