Record transactions in simulated or general accounting to allocate costs and revenues for orders not yet invoiced.

Module Description

The invoices to be received and issued module allows you to record, in the simulated or general ledger, transactions to allocate the cost and revenue of sales and purchase orders shipped and received, but not yet invoiced. If the allocation was initiated at the end of the year, the system allows the invoice to be automatically revoked when recording the invoice.

Functionality

Receipt to invoice

The feature can be searched for in the menu Vendor-Receipt to invoice by typing in the search lens.

By selecting the function, the system will open a request page, in which we will enter the following information (note: the report can also be used to generate a printout that allows the verification of open loads at the end of the period):

• Registration Date: This field is pre-populated by the system with the job date. It must be filled in using the date on which you want to check purchase receipts and return shipments.
• Create Coge Reg.: A Boolean field, activated when you want to generate journal lines to record allocations in accounting or simulated accounting. If the field is left blank, the system will generate a PDF file containing details of uninvoiced shipments and returns as of the date entered on the launch page.
• Record Def. Name: Record definition to use for placing records in the batch.
• Batch Name: Batch to use to deposit the registrations in temporary storage, the batches displayed in this selection are the batches linked to the registration definition entered in the previous field.
• Counterpart No.: invoice account to be received to be used as a counterpart for the cost associated with purchase receipts.
• Returns Counteraccount No.: credit note account to be received to be used as a counteraccount for the reversal of the cost associated with return shipments.
• Create reversals: Boolean field used in the event that a self-reversing entry is to be managed at an interim level. In particular, if active, the system will set aside the costs according to the registration date filled in on the request page and will reverse them starting from the registration date and adding the time period entered in the next field.
• Date Formula Change: This field will only be considered if the "Create Reversals" field is active. If it is filled in and the Create Reversals field is active, the system will generate reversal entries based on the calculation set. (Example: Posting date 07/31, Modify Date Formula = +1D, the system will create reversals on 08/01)
• Skip size check: Boolean field which, if active, allows you to skip existing checks set on the registration account for mandatory dimensions.
• FDR reversal in invoice: Boolean field that can only be activated in the following cases:
  • Registration date on request page equals year-end date (12/31)
  • Registration batch not defined as simulation batch

If these conditions are not met, the system will return the following error messages when activating the field:

CASE OF SIMULATED SETTLEMENT

By clicking Print, at the bottom of the launch page, the system will insert registration lines into the defined batch and generate a PDF printout containing the loads and return shipments opened on the date entered on the launch page.

Considering the document displayed in the PDF, the system takes each open load and shipment line and inserts a cost line into the posting batch, based on the account moved by the item entered in the line, with the counterpart "invoices to be received" or "credit notes to be received".

By filling in the Date Formula Change and Create Reversals fields, the system generates equal and opposite lines on 01/10. In this way, it is possible to construct balance sheets as of the date through intra-annual entries.

CASE OF PROVISION IN GENERAL ACCOUNTING AT THE END OF THE YEAR

At the end of the year, the report will be launched and recorded directly in the general accounting. In this case, there are two alternatives:

1. Run the report that will generate automatically reversing entries: in this case, the system will allocate the cost to invoices to be received on December 31st, with reversal on January 1st of the following year. On December 31st, the cost is zeroed out by the closing procedures, keeping only the reversing entry made on January 1st, which will offset the cost subsequently recorded against the invoice. In this case, operationally, the procedure will be exactly the same as for the simulated accrual.
2. Run the report with "FDR Reversal in Invoice" enabled: in this case, the system will allocate the cost to invoices to be received on December 31st and, when recording the invoice containing an allocated charge, the system will close the previously allocated invoices to be received. Operationally, the system will also generate an accrual line for each line of each charge:

Once the lines entered by the system in the batch have been recorded, the documents set aside through the procedure are stored, and when the invoice is recorded, as mentioned, the system records reversals of the cost recorded by the invoice to close the previously allocated invoices to be received.

In the case of set aside lines, through the invoices to be received procedure with the FDR Reverse in Invoice, the system checks during the invoicing phase that no accrual dates are entered on the document; if the accrual dates are filled in, the system will return the following error message:

Invoices to issue

The feature can be searched for in the menu by typing Customer-Invoice to Issue in the search magnifying glass.

By selecting the function, the system will open a request page, in which we will enter the following information (note: the report can also be used to generate a printout that allows the verification of open shipments at the end of the period):

• Registration Date: This field is pre-populated by the system with the job date. It must be filled in using the date on which you want to check registered shipments and return shipments.
• Expected delivery date filter: if this flag is active, the system will only consider all shipment lines with an expected delivery date that is less than the job date.
• Create Coge Reg.: A Boolean field, activated when you want to generate journal lines to record allocations in accounting or simulated accounting. If the field is left blank, the system will generate a PDF file containing details of uninvoiced shipments and returns as of the date entered on the launch page.
• Record Def. Name: Record definition to use for placing records in the batch.
• Batch Name: Batch to use to deposit the registrations in temporary storage, the batches displayed in this selection are the batches linked to the registration definition entered in the previous field.
• Counteraccount: invoice account to be issued to be used as a counterpart to the revenue associated with recorded shipments.
• Return Counter-account No.: credit note account to be issued to be used as a counter-account for the reversal of revenue related to return receipts.
• Create reversals: Boolean field used in the event that a self-reversing entry is to be managed at an interim level. In particular, if active, the system will set aside the revenues according to the registration date filled in on the request page and will reverse them starting from the registration date and adding the time period entered in the next field.
• Date Formula Change: This field will only be considered if the "Create Reversals" field is active. If it is filled in and the Create Reversals field is active, the system will generate reversal entries based on the calculation set. (Example: Posting date 07/31, Modify Date Formula = +1D, the system will create reversals on 08/01)
• Skip size check: Boolean field which, if active, allows you to skip existing checks set on the registration account for mandatory dimensions.
• FDE reversal in invoice: Boolean field that can only be activated in the following cases:
  • Registration date on request page equals year-end date (12/31)
  • Registration batch equals a batch not defined as a simulation batch

If these conditions are not met, the system will return the following error messages when activating the field:

CASE OF SIMULATED SETTLEMENT

By clicking on Print at the bottom of the launch page, the system will insert registration lines in the defined batch and generate a PDF printout containing the shipments and return loads opened on the date entered on the launch page.

Considering the document displayed in the PDF, the system takes each open return receipt shipment line and inserts a cost line into the posting batch, based on the account moved by the item entered in the line, with the counterpart "invoices to be issued" or "credit notes to be issued".

By filling in the Date Formula Change and Create Reversals fields, the system generates equal and opposite lines on 01/10. In this way, it is possible to construct balance sheets as of the date through intra-annual entries.

CASE OF PROVISION IN GENERAL ACCOUNTING AT THE END OF THE YEAR

At the end of the year, the report will be launched and recorded directly in the general accounting. In this case, there are two alternatives:

1. Run the report that will generate self-reversing entries: in this case, the system will allocate the revenue to invoices to be issued on December 31st, with a reversal on January 1st of the following year. On January 1st, the revenue is reset to zero by the closing procedures, keeping only the reversing entry made on January 1st in the financial statement, which will balance the subsequently recorded revenue with the invoice. In this case, the operational procedure will be exactly the same as for the simulated accrual.
2. Run the report with "FDE Reversal in Invoice" active: in this case, the system will allocate the revenue to invoices to be issued on December 31st. When recording the invoice containing an allocated shipment, the system will close the previously allocated invoices to be issued. Operationally, the system will also generate an accrual line for each line of each shipment:

Once the lines entered by the system in the batch have been recorded, the documents set aside through the procedure are stored, and when the invoice is recorded, as mentioned, the system records reversals of the revenue recorded by the invoice to close the previously allocated invoices to be issued.

In the case of set aside lines, through the invoices to be received procedure with the "FDE Reverse in Invoice" flag selected, the system checks during the invoicing phase to ensure that no accrual dates are entered on the document; if the accrual dates are entered, the system will return an error.