Enter Period Allocation Rule
Explanation
This activity is used to enter a period allocation rule for an instant
invoice/outgoing supplier invoice/direct cash transaction
to specify how the amount will be distributed over a selected time
period. Once a period allocation rule is entered, it is editable as long as the
voucher created for the instant invoice/outgoing
supplier invoice/mixed payment is not
updated to the General Ledger.
Prerequisites
In order to perform this activity, the following must be completed:
- An invoice with Preliminary status or a
mixed payment with a direct cash transaction must have been
created.
- The account of the line for which you want to enter a period
allocation rule must be connected to the logical account type Revenues,
Cost or Statistics.
In order to create a period allocation voucher, the following basic data must
exist:
- Posting Control for posting type GP2 (= Accrued cost/revenue)
must be set up.
- A voucher type of function type X ( = Period allocation) must
exist and be connected to the user group.
System Effects
As a result of this activity, the period allocation rule entered will be
ready to be used when the voucher created for the invoice/mixed
payment is updated to the
general ledger. When the voucher is updated, the line amount will be
distributed over the relevant time period in the way specified in the period
allocation rule.
Windows
Instant
Invoice
Outgoing Supplier
Invoice
Mixed
Payment
Related Window Descriptions
Instant Invoice
Outgoing Supplier Invoice
Period Allocation Rule
Mixed Payment
Mixed Payment/Transactions
Procedure
To enter a period allocation rule for an Instant Invoice or an
Outgoing Supplier Invoice:
- Open the Instant
Invoice/Outgoing Supplier Invoice window and query for the invoice for which you want
to enter a period allocation rule.
- For instant invoice click the
Lines tab and for outgoing supplier invoice go to the line
information and select the invoice line for which the period
allocation rule must be entered.
- Right-click and click Period Allocation Rule to open the
Period Allocation
Rule dialog box.
- If you want to distribute the amount manually continue with step 8.
- For an automatic distribution modify the values in the From Date and Until Date fields
as required to enter the time period over which you want the invoice amount
to be distributed.
- Select a value from the list for the Allocation Method field to
specify the method to be used to allocate the invoice amount.
- Click Distribute to create the distribution values, and then click
OK to close the
Period Allocation
Rule dialog box.
- For a manual distribution of the amount click New to create a new record in the table.
- In the Period field, enter a period belonging to the selected
time period for the allocation rule.
- In the Allocation Percentage field, enter the percentage of the
invoice amount that should be allocated for that period.
- Repeat steps 8-10 till the percentage of the invoice amount to be
allocated has been entered for all the periods covered by the selected time
period.
- Click Save.
To enter a period allocation rule for a Direct Cash Transaction in
Mixed Payment:
- Open the Mixed Payment Transactions window and query for the
direct cash transaction for which you want
to enter a period allocation rule.
- Select the manual posting line for which the period
allocation rule must be entered.
- Right-click and click Period Allocation Rule to open the
Period Allocation
Rule dialog box.
- If you want to distribute the amount manually continue with step 8.
- For an automatic distribution modify the values in the From Date and Until Date fields
as required to enter the time period over which you want the amount
to be distributed.
- Select a value from the list for the Allocation Method field to
specify the method to be used to allocate the amount.
- Click Distribute to create the distribution values, and then click
OK to close the
Period Allocation
Rule dialog box.
- For a manual distribution of the amount click New to create a new record in the table.
- In the Period field, enter a period belonging to the selected
time period for the allocation rule.
- In the Allocation Percentage field, enter the percentage of the
amount that should be allocated for that period.
- Repeat steps 8-10 till the percentage of the amount to be
allocated has been entered for all the periods covered by the selected time
period.
- Click Save.
Note: If the period
allocation includes closed accounting periods which are prior to the current
accounting period, the Period Closed at Voucher Creation check box will
be automatically selected when the voucher is created. The amounts allocated to the closed periods will then
be moved forward to the next open accounting period, when the voucher is updated
to the general ledger. If future accounting periods in the period allocation are
closed, no vouchers will be created. An invoice will be printed, but not be
posted but be moved to the
Customer Invoices with Errors
window instead. A mixed payment cannot be approved as long as a future
allocation period is closed.